As a CIF administrator, I want the system to automate email reminders to applicants, so that I don't have to do it manually

[pbastia]

Description:

This would be a great quality of life for the CIF administration team.

• Automated reminders for external applicants based on report due dates (NOT substantial completion deadline)
• 2 weeks before for quarterly reports
• 4 weeks before for milestone reports
• 4 weeks for TEIMP and Annual reports (EP)
• 4 weeks for Project Summary Report (IA)

Generic program inbox as sender: CleanBCIndustryFund@gov.bc.ca

email template copy is in the scrum team files: https://bcgov.sharepoint.com/:w:/t/00608-ScrumTeam/EaAf5HsLuD1JqM3BUS3sulUB1zZJRrfFMvMEjPLoEsIHHw?e=g89IIn

Canada Anti Spam Legislation (CASL)

It looks like we might not fall in the "Commercial" category, as a government program: https://laws-lois.justice.gc.ca/eng/acts/E-1.6/page-1.html#h-176920

commercial activity means any particular transaction, act or conduct or any regular course of conduct that is of a commercial character, whether or not the person who carries it out does so in the expectation of profit, other than any transaction, act or conduct that is carried out for the purposes of law enforcement, public safety, the protection of Canada, the conduct of international affairs or the defence of Canada. (activité commerciale)

Acceptance Criteria:

Given I am a CIF administrator When, relatively to the report due date, I am at:

• 2 weeks before for quarterly reports
• 4 weeks before for milestone reports
• 4 weeks for TEIMP and Annual reports (EP)
• 4 weeks for Project Summary Report (IA) Then an automated email reminder is sent to all project contacts

Given I am a CIF administrator When an automated email reminder is sent Then it is sent from the CleanBCIndustryFund@gov.bc.ca email address

Given I am a CIF administrator When an automated email reminder is sent Then it uses this template

Given I am a CIF developer When an automated email is sent Then it is sent using the common CHES service

Development Checklist:

• [ ] Env variable to turn the feature on or off? Or a DAG that we could turn on or off in Airflow?
• [ ] Database job checking every day for the email notification
• [ ] CIIP equivalent: https://github.com/bcgov/cas-ciip-portal/blob/develop/app/server/tasks/sendMail.js
• [ ] dev client secrets can be found in the team's 1pass vault
• [ ] Meets the DOD

Definition of Ready (Note: If any of these points are not applicable, mark N/A)

• [ ] User story is included
• [ ] User role and type are identified
• [ ] Acceptance criteria are included
• [ ] Wireframes are included (if required)
• [ ] Design / Solution is accepted by Product Owner
• [ ] Dependencies are identified (technical, business, regulatory/policy)
• [ ] Story has been estimated (under 13 pts)

·Definition of Done (Note: If any of these points are not applicable, mark N/A)

• [ ] Acceptance criteria are tested by the CI pipeline
• [ ] UI meets accessibility requirements
• [ ] Configuration changes are documented, documentation and designs are updated
• [ ] Passes code peer-review
• [ ] Passes QA of Acceptance Criteria with verification in Dev and Test
• [ ] Ticket is ready to be merged to main branch
• [ ] Can be demoed in Sprint Review
• [ ] Bugs or future work cards are identified and created
• [ ] Reviewed and approved by Product Owner

Notes:

-

[pbastia]

For a second card: UI switch to turn the feature on/off?

[pbastia]

Question: Who do we need to email? Primary contacts?

[pbastia]

Use CHES to send emails

[Dianadec]

@pbastia @dleard If we are using CHES, what do we need to include for the AC?

[dleard]

I have never used CHES, so there's probably a bit of exploration required in this card.

[pbastia]

We should reach out to @TimCsaky, he's a specialist :) I'll setup something with him

[pbastia]

some more info:

The implementation should be quite quick. There are some considerations.

The set-up is pretty quick,. and code flow is fairly straight-forward.

Please put in another request for credentials here: https://api.gov.bc.ca/devportal/api-directory/3182

for the prod environment, there are some requirements the main one being that your client app needs to be in a BC gov hosting environment. (please see: https://github.com/bcgov/common-hosted-email-service/wiki/Best-Practices)

the main page for the service is here: https://bcgov.github.io/common-service-showcase/services/ches.html

[pbastia]

Update from CIF: email all contacts in the system (for that project).

[andrea-williams]

Meeting notes re: CHES onboarding

[rdromey]

Hey team! Please add your planning poker estimate with Zenhub @Sepehr-Sobhani @BCerki @dleard @andrea-williams @JoshLarouche @sam-warren @gurjmatharu