Receive read receipts for email notifications relating to request
Requirements Specifications
Change Log
Version Changed By
0.1
Jessica Malenfant
0.2
Zac Wyner, Melanie Davies
0.3
Jessica Malenfant
0.4
Jessica Malenfant
0.5
Jim Marshall
1.0
Jessica Malenfant
1.1
Zac Wyner
Reviewed By
Name
Date
7/10/2015
7/13/2015
7/15/2015
7/21/2015
7/23/2015
7/29/2015
8/6/15
Added list of request
related notifications and
questions in the notes
section
Date
Associated Documents
Contents
Background ................................................................................................................................................... 2
Change Requested ........................................................................................................................................ 2
Use Cases and Flow ....................................................................................................................................... 2
Location of Change ....................................................................................................................................... 3
Dependencies................................................................................................................................................ 3
Screen Mockups ............................................................................................................................................ 3
Texts .............................................................................................................................................................. 3
Access Control Impact................................................................................................................................... 3
1
Background
Users receive email notifications for specific events in the query fulfillment life cycle. This functionality
will provide the ability to identify any emails that were undeliverable or had an auto-response (e.g. an
out of office message). When emails are not received, the coordinating center staff may follow-up with
other people outside of PMN or add a different person to the email notification (work tracked in WL-61
/ PMNDEV-4298) to ensure that the request is being processed as appropriate.
Change Requested
1. The system must provide the ability to identify and act upon any email notifications that were
undeliverable or had an auto-response (e.g. an out of office message).
2. When an email client responds to any PMN notification with an auto-response (e.g. out of office
reply email) or the email notification was undeliverable, that email needs to be sent to the users
assigned to the Primary Analyst and Secondary Analyst workflow roles. If no primary or
secondary analyst is assigned to the request, the email should be sent to the email account of
the request creator. This functionality applies to all emails related to requests regardless of the
scheduled frequency. For email notifications that are sent at a frequency other than immediate
(e.g. daily, weekly, and monthly), the auto-response should be sent to the appropriate users for
each request included in the batched email.
3. For emails related to non-request specific events (e.g. an email notification about an
organization profile being changed), the auto-response email (e.g. out of office reply) should be
ignored.
Use Cases and Flow
1. Email notification sent from PMN (either a PMN user or an outside email)
2. The email client responds with an auto-response (e.g. out of office reply email) or the email
notification was undeliverable
3. The reply from the user’s account or the undeliverable message should be forwarded to the
email address for the user accounts of people assigned to the Primary Analyst and Secondary
Analyst roles
4. If no primary or secondary analyst is assigned to the request, the email should be sent to the
email account of the request creator
5. If the email notification is not related to a specific request no action is needed for the autoresponse email (e.g. out of office reply)
6. Request related notifications include:
a. New Request Submitted
2
b. New Request Draft Submitted
c. Request Assigned
d. New Comment on Request
e. New Document Attached to Request
f. Request Status Changed
g. Request Workflow Activity Changed
h. Request DataMart Routing Status Changed
7. If the email notification was sent at a frequency other than immediate (e.g. daily, weekly, and
monthly), the auto-response should be sent to the appropriate users (people assigned to the
Primary Analyst and Secondary Analyst roles or the request creator if none are assigned) for
each request included in the batched email.
Location of Change
There are no changes requested in the PMN user interface. There are changes to the email component
of PMN, allowing the system to process emails received in response to PMN notifications.
Dependencies
Dependent on WL-61/ PMNDEV-4298 : -Ability to send notifications to multiple users. In order to test
the functionality for non-PMN users, WL-61 will need to be complete.
For discussion: Relates to Email template management - PMNDEV-3413
Screen Mockups
None
Texts
None
Access Control Impact
None
Notes:
1. Outlook will only send a bounceback to an email address the first time it receives an email from that
address. What happened when PMN sends multiple emails to the same person who is OOO.
a. What happens when multiple users perform an action that sends a notification to the same
user who is OOO. Only the first email to that OOO user will trigger a bounceback.
3