User Journeys and Workflows

Journey map

The product supports web upload, email intake, calendar actions, private return access, document Q&A, QA/QC, and workspace expiry. These journeys share one private workspace and one set of document rules, so the same manual and installation date should lead to consistent results in either channel.

J-WEB-01: start and access a private workspace

The visitor wants to try the service without creating an account. Opening the workspace creates private access, and the return link restores the same workspace later. Invalid or expired links show a neutral error and reveal no workspace details.

J-WEB-02: upload and analyze documents

The user selects up to five supported files and may supply an installation date. The service validates the files, stores them privately, and processes every page in bounded work units.

Extraction produces structured evidence first. The user can provide an exact installation date, a month and year estimate, or no date. Deterministic rules then calculate supported dates and organize the timeline, notes, and condition-based actions.

The completed workspace shows results, source evidence, page coverage, and any review-needed items. Temporary failures preserve work so the user can retry.

J-WEB-03: append, delete, and recover

The user may add another manual without losing earlier evidence. Deleting a document removes that file and the results or Q&A evidence derived from it. Failed work can be retried within the documented limits.

J-CAL-01: download calendar actions

The user wants to act on future maintenance dates. The service creates an ICS file from eligible actions and excludes estimated, unresolved, past, or invalid dates according to the calendar rules.

J-CAL-02: send calendar actions from the web

The user may enter an email address and request calendar delivery. The service uses the same eligible event set as the download path, reviews the outgoing artifact, and reports whether delivery was accepted.

J-INV-01: receive a private workspace link by email

The user asks for a workspace link to be sent to a mailbox. The public form gives a neutral response, and access is granted only through the dedicated link delivered to that address. Existing workspace data is linked only after proof of mailbox possession.

J-EMAIL-01: submit documents through email

The user emails a manual and any known installation date. After verifying the provider event and thread, the service saves the message and attachments, then sends the document through the shared extraction path.

If information is missing, the service asks a clear follow-up question and keeps the existing work. Duplicate events do not create duplicate processing or replies. A temporary AI failure saves a retryable state and explains how to continue.

J-EMAIL-02: approve calendar delivery

After reviewing results, the user can approve the current calendar event set in the same email thread. The service checks the newly written reply, the thread, and the current result version before sending the calendar. Quoted history cannot authorize delivery.

J-RAG-01: ask questions across retained documents

The user asks a question in the private workspace. The first question prepares any missing document index, and retrieval searches only that workspace. Answers cite the supporting file and page. When the manuals do not support an answer, the service says so clearly.

J-QA-01: review and correction

QA/QC reviews extraction, results, email, and calendar artifacts at their release points. A failed review may start a bounded correction cycle. If uncertainty remains, only the affected item is marked for manual review and valid work can continue.

J-LIFE-01: workspace retention expiry

A workspace expires 15 days after its original creation time. Scheduled cleanup removes private files and workspace-owned records. Failed cleanup is retried, and old links become invalid after deletion.

Shared journey rules

Work may be queued, processing, waiting for information, paused for quota, retryable, complete, or failed. Durable state allows a later worker or reply to continue safely.

Preserve missing or uncertain evidence.
Keep dates and results read-only in the web MVP.
Show clear waiting, retry, and quota states.
Use the same document and date logic for web and email.
Require explicit approval for calendar delivery.
Keep private access scoped to one workspace.

Future work may include date correction after email submission, calendar updates or cancellations, direct calendar-provider connections, account-based recovery, and longer retention.

Journey acceptance

Each journey needs happy-path, authorization, duplicate-delivery, failure, and recovery checks. User-facing claims should match saved state and provider confirmation.