[DESIGN] As a permittee, I can have my permit and load tags emailed to me so that I can print and take them with me when I harvest to be in compliance

[MelissaBraxton]

Background This story covers the design of the confirmation email (formatting and layout) and attachments as well as how we will leverage the USDA mail server to send permits and load tags.

Acceptance criteria

• [x] User receives an email confirmation of the order and is able to print load tag, permit and rules from home or external FS computer

Tasks

• [x] Need to confirm that security allows permit/forms to be emailed to users (PII Concern)
• [x] If email is not allowed, determine another mechanism for the user to retrieve their permit
• [x] Have permit and forms sent in a printable format

Definition of done

• [ ] Usability tested.

[aQuib]

Sample of email body copy:

Subject:
Your {year} {Forest Name) National Forest Firewood Permit

Body: Your {year} {foerst name} National Forest Firewood Permit, Load Tags, and relevant information is attached. Please print all pages of your permit and take it with you when you go to harvest in the {forest name} National Forest.

{Name} {Permit number} {Issue Date} {Termination Date} {Quantity Sold} (cords) {Permit cost}

If you have any questions about your permit, please consult the FAQs here: {link}

If you have any additional questions, please contact a Forest Service office or visit the {forest website} National Forest website at: {link}

{statutory language}

[aQuib]

We plan to present the issue to Privacy Office to get the okay.

cc @JonathanLerner54

[JonathanLerner54]

Privacy Office Meeting Update: We met with Cynthia Townes and she asked of we can encrypt the form. As a conter offer, I asked her if we can add a pop notice that informs the requester that low level PII is included in the form that will be emailed to them and they have to opt-in. She is asking her supervisor to weigh-in on this.

In the meantime, can we look at using the last 4 of Driver's License Number to use as the key for encrypting the PDF form. We can then have options good to go depending on what the response from Privacy office.

At the start of the process we should do a opt in to continue. may be with something like.............. The forms you will need to complete for the permit contains low level Personally identifiable information. The forms includes • Name • Address • City • State • Zip Code • Permit Identification (truncated last four digit of driver’s license)

The requester will be provided with three options for how the forms can be sent to them:

1. Download the forms to the computer you are using. Note that if this computer is shared by other users, your form could be accessible to them.
2. Encrypt the PDF forms and email them as an attachment. We will use the last 4 digits of your driver license number to encrypt the PDF. You will need to know how to de-encrypt the PDF form using your PDF reader also if you get a new Driver License between now and the time you get your firewood, you may not be able to open the form up as the numbers will have changed.
3. Send the forms via email without encryption. This last option may be open to unintended persons be able to read the forms as they pass through your email system.
   Do you wish to proceed with the permit request?

Requiring them to opt in, at the beginning is a must be done item if we are not going to encrypt the forms. If the Privacy Office says it ok to send this unencrypted if they opt in, then we don't have to deal with the extra coding. If they require the encryption of the forms, then we at least understand the level of effort.

[MelissaBraxton]

Thanks for the update, @JonathanLerner54!

@bboddiger - This looks like it covers one of the Qs on your list for tomorrow's meeting with privacy/cyber.

[aQuib]

We received permission from the Privacy Office to email permit with the caveat that a mandatory opt-in notification is presented to users about PII.

cc @JonathanLerner54

[aQuib]

Here is the mockup for the Confirmaiton Email.pdf

Here is the template of the email confirmation content (plain text format):

Subject:
Your {year} {Forest Name) National Forest Firewood Permit

Body: Your {year} {foerst name} National Forest Firewood Permit, Load Tags, and relevant information is attached. Please print all pages of your permit and take it with you when you go to harvest in the {forest name} National Forest.

{First Name, Last Name} Permit Number: OF###### Issue Date: ##/##/#### Termination Date: ##/##/#### Quantity: # (cords) Total: {Permit cost}

If you have any questions about your permit, please consult the FAQs here: {link}

If you have any additional questions, please contact a Forest Service office or visit the {forest name} National Forest website at: {link}

[jstrothman]

@aQuib During 10/5 sprint review, we discussed possibility of having maps attached when available and David asked if there are limitations related to maps. (e.g. many email servers have a 10mb size limit)

[aQuib]

@jstrothman - Indeed, I have documented it as a followup item. The maps can still be included via hyperlinks (with some language modifications) which should avoid any email server attachment size limitations and reducing would also reduce the number of files needed to be attached in the confirmation email. We need to discuss with the dev team about the feasibility and assess the actual file size required to determine if this is truly an issue.

[Rebekah-Hernandez]

This looks good on the design (language) for validation.

Do we need to run usability testing on it before it can be moved to awaiting acceptance @aQuib ?