FORMS-213: (Form Designer) Set submission reminders to send automated notifications

 

User Story Description:

As a form designer, I want to be able to enable automated submission reminders at the form level for a given submission period.

Once the 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:

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Priority: High (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:

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[List potential dependencies with other User Stories or Tasks]

#

Task or User Story

Type of Dependency

1

FORMS-289: (Form Designer) Setup Form Submission Period Setting

Parent

2

 

 

Technical Details:

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  1. Open Shift can be responsible to handle Schedule/Cron Job (In order to send Bulk Emails).

  2. Common Components - Digital Government - Province of British Columbia (Common Hosted Email Service) can be used to send bulk emails.

    1. CHES Service file : app\src\components\chesService.js

    2. Use of chesService : app\src\forms\email\emailService.js

  3. API Documentation Common Hosted Email Service API - Documentation v1 (gov.bc.ca)

  4. Need multiple Login accounts for testing

    1. 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.

    2. In order to create (Bypass Identity providers) local users need some changes into KeyCloak admin console. (More info in the document attached)

 

 

Custom

Acceptance Criteria:

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Description

Notes

1

 As a Designer, I can see the option to enable automated notifications as part of the Submission period panel on the Form Settings page.

This option should only be available when submitters can be identified in the Team Management page.

 

2

 The notification contains the link to the template and an indication of the remaining time to submit the data

 

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 must be tested depending on the Submission Period setup.

E.g. Submission period is 1 day only, then notifications would be sent through the course of a day.

 

Prototype/Mockups

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No longer up to date. Should be updated based on Emir’s latest feedback.

 

 

Out of Scope:

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  • Setting up submission periods is a parent story.

Contact(s):

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