User Story Description:
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As a form designer, I want to be able to set a enable automated submission reminder reminders at the form level for a specific date interval/timeframe (i.e. quarterly emails)given submission period.
Once the date is set, reminders to submit would be emailed 
to appropriate submitters. This feature will rely on the ability to send automated emails to a group of people that subscribe to a form. submission period is set, the option to enable automated notifications will be enabled for users to choose to use it or not.
If checked off, the system will send 3 notifications:
1 at the start of the submission period
1 halfway through the submission period
1 a day prior to the submission period
Reminders would only be sent to the identified “Submitters“ who haven’t submitted the data for the given period.
A generic template will be used for the notifications. The content should always include the link to the form.
Future possible enhancements (post MVP):
Have a dedicated notification section to allow for more fine tuning of the functionality
Allow for customized templates
Allow the triggering of a notification ad-hoc
Add another option for the designer to “Allow additional notifications“. This would offer a drop down to select what type of interval reminders should be sent out. (e.g. If Submission period is set to every month, then the additional notifications can be sent out every “day“ or “week“. If the Submission period is set to every quarter, then the additional notifications can be sent out every “day“, “week“ or “month“, etc.)
Business Rationale:
Priority: Should HaveHigh (not critical but easy to add to the scope of the MVP)
Health Authorities currently have to notify operators manually every submission period to let them know that they have to submit their data on time.
Each submission period is 45 days long. They send a notification at the start, then send reminders to the people who haven’t submitted until the end of the period.
This is very time consuming as they do not have an easy way to track submissions. They have to prepare the email with the correct recipients making sure they’re not sending to someone who’s already submitted.
Dependencies:
[List potential dependencies with other User Stories or Tasks]
# | Task or User Story | Type of Dependency | |||
1 | Parent | 2 | FORMS-289: (Form Designer) Setup Form Submission Period Setting | Parent | |
2 |
Technical Details:
Open Shift can be responsible to handle Schedule/Cron Job (In order to send Bulk Emails).
Common Components - Digital Government - Province of British Columbia (Common Hosted Email Service) can be used to send bulk emails.
CHES Service file :
app\src\components\chesService.jsUse of chesService :
app\src\forms\email\emailService.js
API Documentation Common Hosted Email Service API - Documentation v1 (gov.bc.ca)
Need multiple Login accounts for testing
In order to create multiple accounts, We need to enable login by BCeID (Identity provider) module. Here is rocket chat help thread https://chat.developer.gov.bc.ca/channel/sso?msg=9vmQmEFjsw2RdiNMu for this.
In order to create (Bypass Identity providers) local users need some changes into KeyCloak admin console. (More info in the document attached)
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Custom
Acceptance Criteria:
top page[List the Acceptance Criteria]
# | Description | Notes |
1 | As a Designer, I can see the option to set up reminders enable automated notifications as part of the Submission period panel on the Form Settings page : Section called ”Automated Notifications”. This option should only be available when submitters can be identified in the Team Management page. |
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2 As a Designer i can set Automated Notification (Reminder emails) in two ways Enable reminder for Start and End date of Submission period | for submission) The notification contains the link to the template and an indication of the remaining time to submit the data |
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3 | Emails to be sent by CHES service as schedule job The cronjob will be managed by Openshift. | API Documentation Common Hosted Email Service API - Documentation v1 (gov.bc.ca) |
4 | As a submitter I should only receive notifications if I haven’t submitted the form for a given period | |
5 | Different scenarios for refreshsing the “Period/Interval” dropdown dinamically based on the submission period setup will need to be taken into accountmust be tested depending on the Submission Period setup. E.g. Submission period is 1 day only, then the Additional notification shouldn’t even be allowed. There should be a minimum submission period defined before allowing “Additional Notifications“. Threshold for now should be 7 days. Emir will confirm this design decisionnotifications would be sent through the course of a day. |
Prototype/Mockups
top pageProvide high fidelity prototype or mockup
No longer up to date. Should be updated based on Emir’s latest feedback.
Out of Scope:
When submission period isn’t setup, then the Automated Notifications will not be available. We will have a separate story to work on manual notificationsSetting up submission periods is a parent story.
Contact(s):
Table of Contents
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