Add Edge Lead Technician to Accident and Near Miss Recipients #104

Closed bnjns closed 2 months ago

In GitLab by @H_Wynne on Aug 17, 2019, 20:55

The Edge are rewriting their RAs and Method Statements and want to make sure that any accidents that happen are reported to them. They've asked for Claire Worrall (*****@bath.ac.uk) to be added to the list of Accident and Near Miss Report recipients for events that occur in the Edge.

In time, it would be great if only accidents that happen in the Edge get reported to them however (since the form doesn't discriminate by venue) if they can just start receiving something for now it'll be better than nothing.

They'd like this sorted before most events kick off so I'd appreciate it if it could be done before Semester 1

In GitLab by @jordanlkirk99 on Aug 18, 2019, 16:23

Again points to emails should be alterable by admins rather hard coded laravel-site#81 .

In GitLab by @H_Wynne on Aug 18, 2019, 16:26

Yep, having access to alter emails is the way to go

Now you've mentioned this, I'm surprised the Edge haven't brought this up before.

Short term, we can't do anything without some form of ugly hack and I personally think we shouldn't include the Edge in all incident and near miss reports - would the committee forwarding relevant reports on be an acceptable short term workaround if we don't get this done by the beginning of Semester 1?

Second, I would much rather we sent this to a mailing list rather than an individual email address. This would make it easier to maintain, and gives the Edge complete control over who receives emails. The SU should do the same thing to be honest.

Thoughts?

In GitLab by @H_Wynne on Aug 19, 2019, 20:46

Whilst it would be good to separate Edge from non-Edge, I think getting something automated is better than having to forward to the relevant parties. I'd be interested to know why you wouldn't want the Edge to receive reports automatically? From what I understand all personally identifiable information from the form (unless the injured party is a visitor) is freely available to anyone with a bath login.

I'm all for a mailing list structure, it gives us the greatest control with the least effort. Only problem I can foresee is that the Bath mailing list system has randomly blocked some emails this year so I wouldn't want an accident report to get stuck. Maybe this could be overcome by sending to comittee@bts-crew and using an email list for everyone else? @Hypothawits can probably help with the mailing list decision.

In GitLab by @jordanlkirk99 on Aug 19, 2019, 21:27

Could have a simple checkbox under venue field, for events which occur in the edge? Not quite elegant but also not an ugly hack.

In GitLab by @bnjns on Aug 19, 2019, 21:35

Could have a simple checkbox under venue field, for events which occur in the edge? Not quite elegant but also not an ugly hack.

That's still a bit hacky :stuck_out_tongue:

I think getting something automated is better than having to forward to the relevant parties

100% agree - was just floating that as I can foresee a few avenues to investigate, and knowing our lack of free time Semester 1 may not be achievable

I'd be interested to know why you wouldn't want the Edge to receive reports automatically?

I'm not against the Edge receiving automated emails, I'm just a little against them receiving emails that aren't relevant - could potentially give them ammunition to revoke privileges or alter SLAs if they know that much about other aspects of the society. Maybe I'm being really pessimistic.

Only problem I can foresee is that the Bath mailing list system has randomly blocked some emails this year

Plenty of good alternatives to the bath uni mailing list is BUCS aren't able to sort their own system out (pretty insane these problems are still occurring). I wonder if there's a way for us to create one in Gmail?

In GitLab by @Hypothawits on Aug 20, 2019, 12:33

Our bts-crew admin account can create groups and mailing lists, we could set up accident report list(s) there.

Could the venue field in the form be from a list? There's a (mostly) finite number of places accidents are likely to occur and you could decide email destination that way.

I'm okay with manually forwarding emails as a short term fix.

In GitLab by @bnjns on Aug 20, 2019, 17:36

Could the venue field in the form be from a list? There's a (mostly) finite number of places accidents are likely to occur and you could decide email destination that way.

Yeah that's the plan.

I'm okay with manually forwarding emails as a short term fix.

Awesome. I know it's terrible but just in case we don't get these changed in time.

In GitLab by @bnjns on Aug 20, 2019, 17:38

@Hypothawits We can very quickly switch up some email addresses that are hardcoded for now, if you could set up some groups/mailing lists.

Re the Edge and accident/near miss reports, it's a committee decision as to whether you're okay with all of them going to the Edge. If yes, simply add the address to the new mailing list, if no you'll likely need to do some manual forwarding until we can put some venue specific logic in.

In GitLab by @Hypothawits on Aug 21, 2019, 19:01

I've created two new google groups: accident-report@bts-crew.com and edge-accident-report@bts-crew.com Both have committee added, Edge has Claire as well, we can add any other Edge people that want updates as needed.

In GitLab by @jordanlkirk99 on Oct 3, 2019, 11:07

Has this been solved?

In GitLab by @bnjns on Oct 6, 2019, 22:13

Has this been solved?

Nope. I don't think we're going to get around to an actual solution for quite a while so it's in @Hypothawits and the committee's hands as to how to deal with it in the short/medium term.

In GitLab by @Hypothawits on Oct 6, 2019, 23:59

I'm happy to manually forward emails as needed

In GitLab by @bnjns on Oct 7, 2019, 18:08

I don't think we're actually using either of the mailing lists you set up, so up to you which one we do use and we can quickly make the change.

In GitLab by @Hypothawits on Oct 11, 2019, 11:06

accident-report@bts-crew.com for now then, and I'll forward to the Edge as needed

@Hypothawits @jordanlkirk99 I want to close this as the proper solution will be done as part of the MVP for v5?

backstage-technical-services / hub

Add Edge Lead Technician to Accident and Near Miss Recipients #104