Automatically sent email to accounts 30 days from expiry date

emily-humphreys commented 1 year ago

Description

Create an Automatic email that sends to all Account users reminding them that their account license will expire in 30 days if they do not renew.

Business Value

This will enable account users to get in touch if they would like to renew and continue service

Examplar User Stories

As an account admin / users I want be reminded when my account expires and what action I need to renew the license to the Tool for Systemic Change So that I ensure continuity of service

Related Issues

Are you able to quote for this?

ferrisoxide commented 1 year ago

@emily-humphreys Est. is ~ 2 hours work (code and test). What would the text of the email look like?

ferrisoxide commented 1 year ago

@emily-humphreys @SishaMish

Per discussion earlier today, this has been upgraded to a 3 pointer to cover additional functionality.

Scenarios to cover:

Reminder notice, at 30 days until expiration
Follow up reminder notice, at 7 days until expiration
Clearing reminder notices, if account has been subsequently updated (or deactivated).

@emily-humphreys is to provide copy for both 30 and 7 days notices.

One more question @emily-humphrey: do we really want these messages to go out to all users in an account, or just the account admin users?

emily-humphreys commented 1 year ago

Tom, currently we will need them to be sent all users as we don't always know who the Admin is.

Dear [name of user),

This is a reminder that your Tool for Systemic Change license will expire on: 20/03/2023

License fees are annual, and pricing information is available here.

If you would like to continue using the Tool please have the Account Owners in your organisation reply to this email and let us know:

The number of Transition Cards or SDG Cards you require
The number of User accounts you need

We'll then send an invoice for a 12-month license The type of licence will depend on whether the account holder is For Purpose, Corporate or Academic use

Please let us know if you have any questions

The Wicked Lab Team WickedLab_Logo_RGB_AUG_2015

emily-humphreys commented 1 year ago

Note:we'd need to make the logo much smaller :)

ferrisoxide commented 1 year ago

@emily-humphreys

The link to the pricing information is not publicly available. The following link requires a log in to the website:

https://www.wickedlab.co/file-share/71587486-caa8-4e28-998b-d9e7cd1e98ee

emily-humphreys commented 1 year ago

Can we add a PDF for download? Pricing Summary_TC + SDG .pdf

ferrisoxide commented 1 year ago

@emily-humphreys

Can we add a PDF for download?

Sure, but I'll have to adjust the estimate slightly.

ferrisoxide commented 1 year ago

@emily-humphreys

Hang on, do you mean as an attachment to the email, or as a document hosted somewhere?

ferrisoxide commented 1 year ago

@emily-humphreys

I'm a bit uncertain about what the best option is here. Wouldn't you be better off hosting this on your own site, so you can update it as need be? Maybe give me a call if you want to step through this.

ferrisoxide commented 1 year ago

@emily-humphreys

It's cool. I'll host the file on the application server. All good.

emily-humphreys commented 1 year ago

You are a champion - just saw this thread.

Great work around

On Mon, Apr 17, 2023 at 9:19 PM Tom Tuddenham @.***> wrote:

@emily-humphreys https://github.com/emily-humphreys

It's cool. I'll host the file on the application server. All good.

— Reply to this email directly, view it on GitHub https://github.com/ferrisoxide/wicked_software/issues/874#issuecomment-1511193683, or unsubscribe https://github.com/notifications/unsubscribe-auth/ADFVZOWEN7O5F3NZUV5TABDXBUU5VANCNFSM6AAAAAAWMU36S4 . You are receiving this because you were mentioned.Message ID: @.***>

ferrisoxide commented 1 year ago

@emily-humphreys

I'm ok continuing with the 30 day first warning, 7 day second warning emails, but I'm wondering if we are overcomplicating things - and potentially spamming users.

Would you mind if we simplify the workflow to just sending out an email at the 30 day mark?

emily-humphreys commented 1 year ago

Yep done

On Wed, Apr 19, 2023 at 3:02 PM Tom Tuddenham @.***> wrote:

@emily-humphreys https://github.com/emily-humphreys

I'm ok continuing with the 30 day first warning, 7 day second warning emails, but I'm wondering if we are overcomplicating things - and potentially spamming users.

Would you mind if we simplify the workflow to just sending out an email at the 30 day mark?

— Reply to this email directly, view it on GitHub https://github.com/ferrisoxide/wicked_software/issues/874#issuecomment-1514155237, or unsubscribe https://github.com/notifications/unsubscribe-auth/ADFVZOR4N3TJ2OK2CBIEQNDXB52FDANCNFSM6AAAAAAWMU36S4 . You are receiving this because you were mentioned.Message ID: @.***>

ferrisoxide commented 1 year ago

NOTES TO QA

@emily-humphreys @SishaMish

This is on staging and ready for QA.

Notes

I've reset all accounts to not have any expiration dates, to avoid sending out spurious emails to users
I've set the format of the date time on the email to [Day] [Name of month], [Year] (e.g. 12 January, 2024) to avoid ambiguity between US and other date formats.

Testing the golden path (normal flow)

Steps

Log on as an admin
Pick an account (or create a new account) with only users whose email addresses we can access (e.g. your own emails, or variations using the [email]+[number]@gmail.com trick).
Set the expires on date for the account to a few days into the future (anywhere up to 30 days).
Wait 10 minutes - this is the cycle time for the background task on staging, though on production we'll probably make this daily
Revisit the account's detail page

Expected results

The account's expiry warning sent on value will have changed to "today" (in UTC time)
An email will be sent to each user, details as per the screenshot below.
The email should have a downloadable link to the pricing information.

NB the size of the image in the email will vary according to the email client being used. We've limited control over how big or small the image will be presented, but it should be fine on most email clients.

Other paths to consider testing

Setting account expiration dates to the past (should not send out an email)
Renewing an account by setting its expiration date to the distant future (should clear the expiry warning sent on after 10 mins, should not send out an email)

SishaMish commented 1 year ago

@ferrisoxide @emily-humphreys

This has been QAd using all three scenarios above (expiry within 30 days, expiry date that has already passed, and expiry date 6 months in the future). Email was received for expiry date within 30 days, and no email was sent for the other two scenarios.

This has passed and is ready for production.

ferrisoxide commented 1 year ago

DEV NOTE

Task rake accounts:update_expiry_warnings set to execute at 10:30pm UTC (8am Adelaide time) daily

ferrisoxide commented 1 year ago

@emily-humphreys @SishaMish Deployed to production. Closing.

emily-humphreys commented 1 year ago

Brilliant and thank you team!

On Sat, Apr 22, 2023 at 7:56 AM Tom Tuddenham @.***> wrote:

@emily-humphreys https://github.com/emily-humphreys @SishaMish https://github.com/SishaMish Deployed to production. Closing.

— Reply to this email directly, view it on GitHub https://github.com/ferrisoxide/wicked_software/issues/874#issuecomment-1518390075, or unsubscribe https://github.com/notifications/unsubscribe-auth/ADFVZOS7U6WGZDCAT5ZEESTXCMCRLANCNFSM6AAAAAAWMU36S4 . You are receiving this because you were mentioned.Message ID: @.***>

EventideSystems / tool_for_systemic_change