Automatically send requestors an email when the request has been approved or denied

[danicahelb]

New functionality is needed to automatically send an email to the requestor when they are approved or denied. this should be implemented for restriction levels:

1. protected-active (ie, study team manually approves or denies each request)
2. protected-passive (ie, auto-approval after XX days, study team can manually deny each request)
3. controlled (ie, access automatically granted after request submission)

We have their user ID as part of their data access request. @dmgaldi indicated it should be possible to look up the e-mail associated with the account.

The email body for approvals should say:

Your request to access [INSERT STUDY NAME <displayName>] data on ClinEpiDB has been approved. Navigate to the "Download" tab of [INSERT STUDY NAME <displayName>] to download the data. Please cite that you accessed data via ClinEpiDB. Thank you!

The email body for denials should say:

Unfortunately, your request to access [INSERT STUDY NAME <displayName>] data on ClinEpiDB has been denied. Please reach out to [INSERT STUDY MANAGER EMAILS <prop name="requestEmailBcc">] for more information. Thank you!

[danicahelb]

@nkittur-uga do you think it is OK to give out study team member emails if request is denied? how will requestors know what they need to modify to get a request approved?

[nkittur-uga]

@danicahelb

1. I see that you included "Controlled" in this git ticket. But is that necessary? For controlled requests, I think users already know that they are free to download data as soon as they submit the request. Outreach currently does not interact with data requests on "Controlled" studies
2. For denials on protected studies, when you change the status from "requested" to "denied" in the drop-down list on the dashboard, you are asked for a reason. My suggestion is that we could incorporate the reason into the email body and ask providers to make it more descriptive. For instance the denial could say "Request did not have enough information. The data access request could be resubmitted with more details on data analysis plan."

We could also inform providers that they are welcome to reach out to the user if they want to start a conversation. That way we could avoid giving out emails of providers.

Then the email body for denials could say:

Unfortunately, your request to access [INSERT STUDY NAME ] data on ClinEpiDB has been denied for the following reason: [INSERT reason]. Thank you!

[danicahelb]

In response to Nupur's comments above:

1. Including auto-emails for "Controlled" studies is not necessary, but if it is not additional work to auto-email status changes for "Controlled" studies as well as "Protected", it would be great to implement this.
2. Great suggestion, thanks. I have filed an additional ticket to update the verbiage in the denial popup window to indicate that the provider will need to fill in the reason for the denial as well as indicate what additional information is needed for a request to be approved. see: https://github.com/VEuPathDB/web-monorepo/issues/235

[danicahelb]

tested this... emails are getting sent for protected studies but not for controlled studies

[nkittur-uga]

This failed QA. I

• requested MAL-ED (using my gmail account) and got an auto-email saying my request has been received
• denied it using my staff account, and did not get an auto-email about the denial
• edited and resubmitted my request
• approved it using my staff account
• did not get an email about the approval

[danicahelb]

Using clinepidb.org, I requested access to Jilinde Costing Study of PrEP in Kenya using my yahoo account (helbda@yahoo.com)

with my staff account (dhelb@sas.upenn.edu), I approved this access request.

I never received an email to my yahoo account that the request was approved.

I then used my staff account to deny the request, and I still received no email to my yahoo account that the request was then denied.

[danicahelb]

10/20/2023

This is still failing QA.

The requestor does not receive an email when the request has been approved or denied.

[dmgaldi]

In my test environment the emails go through. We may need systems help with this.

[danicahelb]

as of 11/15 the requestor does not get an email

[danicahelb]

after meeting and testing in QA Nov 16 2023: all good only issues here: requestors and managers are getting emails now upon approvals and denials.

please make these changes:

denial email

• add full request
• cc managers and help@
• update email body:

  
  Unfortunately, your request to access Jilinde Costing Study of PrEP in Kenya data on ClinEpiDB has been denied for the following reason: "16 Nov 2023 17:43:20 GMT: Status was changed to Denied.

Reason: testing".

You may resubmit with new information. Please reach out to danicahelb02@hotmail.com for more information. Thank you!

Request details:

**approval email**
- add full request
- cc managers and help@

[danicahelb]

[danicahelb]

[danicahelb]

looks good, closing