[Story] Update financial institution profile

[angelcardoz]

User story

As a filer, I want to update my financial institution profile details by completing a simple online form, so that my profile reflects accurate and most up to date information.

Acceptance criteria

Given the information reflected in the "view your financial institutions profile" needs to be updated, when a user clicks on the "Update your financial institution profile" link, then the system redirects them to a form requiring them to fill out only required fields.

Depends on

• 11

Technical tasks

• [x] [Technical overview] Update your financial institution profile
• [x] Phase 1, 2 - Skeleton w/ mock data & mock email confirmation
• [x] Phase 3 - Integrate Institution API data
• [x] Phase 3.5 - Integrate Mail API
• [ ] Phase 4 - Implement form validations

[natalia-fitzgerald]

@angelcardoz I'm glad you captured this story. I think we're trying to decide whether the Salesforce form should include only essential fields or whether it should include all fields but disable the ones that can't be edited in our system. I created mock-ups for both of these possibilities. There are some open questions that when answered will help guide our direction.

• Is it technically possible to pre-populate data in the Salesforce form?
• When the form is submitted to the support staff do they get an email with all of the fields included (and no visual difference between the fields that were pre-populated and the fields that a user filed in)?
• Does pre-populating the form with disabled fields make things easier for the user? OR Does showing only editable fields make things easier for the user?
• Are there any concerns with including disabled fields, from an accessibility perspective? Would there be any benefit to making the non-editable data read only instead of a disabled field with input text?
• Does the pre-populated form output (email contents) make the process harder for the support staff?

Additional content task or perhaps a user story?

• For the pre-populated/disabled sections include text that explains where a user should go to edit these fields (GLEIF, NIC, Login.gov).

• Adding @billhimmelsbach @dan-padgett @sthomas93

[dan-padgett]

How are we determining what's "essential" here?

One reason I'm in favor of showing the user the same data in the form as on the read-only page is that it supports recognition rather than relying on recall: we're not asking the user to remember which fields needed changing since they can see them again when they're on the form.

That said, if we want to only have fields for information that can be changed through the form, I think the option of making non-editable read-only works (instead of displaying it in a disabled field).

[angelcardoz]

@natalia-fitzgerald @dan-padgett Changed the story to read "...requiring me to fill out only essential fields". In other words, we can display additional information if its useful to the end user, but require them to fill out only absolutely necessary fields.

[natalia-fitzgerald]

How are we determining what's "essential" here?

One reason I'm in favor of showing the user the same data in the form as on the read-only page is that it supports recognition rather than relying on recall: we're not asking the user to remember which fields needed changing since they can see them again when they're on the form.

That said, if we want to only have fields for information that can be changed through the form, I think the option of making non-editable read-only works (instead of displaying it in a disabled field).

If we style them as read-only fields does that mean that the email to the support team will only include the user entered information? If we style them as disabled fields does all of field information get sent to the support team, including disabled and user edited?

In terms of how we determine what's essential, that's an important question. There are fields that are only collected from a user and those are essential in my mind. The problem is that sometimes there is a difference between depository and non-depository institutions. How do we handle these inconsistencies?

This would include:

User editable:

• Type of financial institution (always user supplied)

Depends

• RSSD ID (Sometimes comes from NIC and other times user supplied)
• Federal prudential regulator (For depositories can be populated using NIC through RSSD ID. For non-depositories user supplied)
• Affiliate information -- Parent entity and Top holder RSSD ID: Comes from NIC and/or user provided

There's a separate question of required versus optional fields. Because a user does not access this form as a part of the filing flow it is not required that they provide any of this information at this stage. As the first step of the filing process they will be asked to confirm/provide missing information and therw we will have to determine what makes a field required (is it what's strictly required by the regulation?). That conversation can wait until we start work on the filing app.

[dan-padgett]

I like the current approach in the Figma file with using the read-only text. I'd guess that the support team would need to get some information about which institution the updates are for. @sthomas93 what identifying information would you need in order to update the correct financial institution: name, LEI, something else?

[sthomas93]

@dan-padgett We would need Name, LEI, email domain, Tax ID to be certain. Institution type is also important but once they made their selection I don't think that would change.

[natalia-fitzgerald]

Decision:

On 1/23/2024 we met with the case management system team and were presented with three options for how we could handle forms that connect to the case management system. The technical team met on 1/24/2024 and decided to go with Option 3: Email-to-case: Form hosted on Small business lending data platform for MVP/beta.

Option 1: Form hosted on case management system site with redirects from the Small business lending data platform to case management system

• Case management system public site and web form​
• Redirect to the form via a link in the Small business lending data platform​
• Passing of form parameters from Small business lending data platform user profile (i.e., email, LEI) is TBD​
  • Need a point-of-contact to determine what case management system​ would allow as pre-populated via page redirect​

Analysis

• Least secure option due to public site
• Unauthenticated
• Likelihood of spam due to public site​

Option 2: Form hosted on Small business lending data platform: Case management system integration User

• Case management system integration user​
• Form will be created within the Small business lending data platform by the technical team.​ - Direct case management system case record created via an integration user.
• Make an API call to case management system to create a case record upon an explicit user action (i.e. clicking the submit button).​​

Analysis

• Most secure option because data is passing directly from an authenticated portal to an authenticated integration case management system user (support staff)​
• Integration case management system user (support staff)​ has flexibility for future use cases
  • Ability to retrieve case status and/or data back to the _Small business lending data platform
  • Ability to continue communication on a case from the Small business lending data platform to case management system, such as adding attachments​)
• Technical team addresses the passing of parameters or form navigation as the form will be hosted on the Small business lending data platform.​

Option 3: Email to case: Form hosted on Small business lending data platform

• Form will be created within the Small business lending data platform by the technical team.​
• Email-to-case: When a user submits a form, a pre-formatted email is generated and sent to the case management system.
• A case, that the technical team can manage, is generated inside of the case management system. ​
• We will need to define the email structure.​

Analysis

• Technical team addresses the passing of parameters or form navigation as the form will be hosted on the Small business lending data platform.​
• Data passes from authenticated portal to case management system via a mail server.​

@angelcardoz