'Application Incomplete' AMANDA Folder Issue (TL)

atdservicebot commented 4 years ago

ICEBOX: This will not be developed in AMANDA. We are leaving it in the Icebox as a possible user story for the ECM Replacement.

As the system, I need to identify incomplete application folders, and update their folder status to 'Aborted', so the folders can be deleted.

As the folder applicant, I need to be notified in advance that my application will be removed, and given time to finish submitting it.

Stakeholder(s): Paloma, Kim DTS Manager: Tracy

Acceptance Criteria:

Once a month, they system identifies all folders with a status of 'Application Incomplete' that have not been updated in 30+ days. (Tables to check for activity: Folder, Folder Info, Folder Property)
The system sends the folder applicant the Customer Warning email
If, after 30 days from the customer warning email, the folder status is 'Application Incomplete', the system updates the folder status to 'Aborted'

Customer Warning Email Template

Subject: Action Required - Permit Application [Folder Permit Number] Body: Hello,

This is a message from the City of Austin about your incomplete permit application; permit details are below. Please Note: This incomplete application will be removed if it is not finished and submitted in the next 30 days.

Application Number: [Folder Number] Application Name: [Folder Name]

To finish submitting this application follow these steps:

Log into the Austin Build + Connect Portal: abc.austintexas.gov
Click 'My Incomplete Applications' from sidebar
Find this permit number; click on it
Click the button 'Edit and Continue' at the bottom of the page

Description: Application Incomplete Issue: When a portal applicant starts an application but does not finish it, a folder for the permit is created in AMANDA with the status ‘Application Incomplete’. There are 2,757 folders in ‘Application Incomplete’ status at this time. My suggestion is to have a batch job run on the 1st of the month that will delete all Application Incomplete folders older than X amount of days.

Request Date: 2019-01-29 16:55:00

Request ID: DTS19-103835

Status: In Progress

Customer Priority: 0

Level of Effort: Minor

DTS URL: https://atd.knack.com/dts#service-requests/view-issue-details/5c50d9cfe6270308b7fa6f42

Migrated from atd-amanda #54

atdservicebot commented 4 years ago

From atdservicebot on 2019-05-10:

1/10/19 - I discussed this at the AOB meeting, and requested that Portal Subcommittee members come to February's meeting ready to discuss solutions.

Created By: Tracy Linder Created Date: 2019-01-29 16:56:00

atdservicebot commented 4 years ago

From atdservicebot on 2019-05-10:

Sent email reminder to portal subcommittee members, and asked them to come prepared to answer this question: My question to the committee members is what amount of days (X) is acceptable for your folder types?

Wrote & ran query to count Application Incomplete folders, grouped by folder types.

Added this item to the subcommittee agenda for 2/11.

Sent emails to Paloma, Ryan Mooney, and April Sellars asking for feedback on the number of days they want their applications available to customers before being deleted.

Created By: Tracy Linder Created Date: 2019-01-29 16:59:00

atdservicebot commented 4 years ago

From atdservicebot on 2019-05-10:

Portal subcommittee meeting today. DSD folders want a 1 year threshold. Everyone else is OK with 30 days. Next step is to submit a ticket for a batch delete job for ATD folders.

Created By: Tracy Linder Created Date: 2019-02-11 12:59:00

amenity commented 4 years ago

@TracyLinder will you submit a ServiceNow ticket for this, please?

TracyLinder commented 4 years ago

A new batch job that finds qualifying folders that are Application Incomplete, and updates the folder status to Aborted.

Also needing consideration is how the customer will be notified as part of this user story.

kaarthym5 commented 4 years ago

“ My suggestion is to have a batch job run on the 1st of the month that will delete all Application Incomplete folders older than X amount of days“

For the batch job to run on X number of days..

what is the determined number of days agreed upon
“delete all incomplete folders” are there any additional criteria’s to consider before deleting? @TracyLinder

TracyLinder commented 4 years ago

@kaarthym5 I just updated the description on this with user stories and acceptance criteria. Let me know if there are any questions.

TracyLinder commented 4 years ago

Status: Will be ready for development after Kaarthy meets w/ stakeholders during sprint 28.

licarir commented 4 years ago

To be done:

Email batch job to remind users to complete their application or else it will be aborted. A. Batch Job B. Batch Procedure - utilize email package to send email for all incomplete applications older than X days C. Lookup table update
Cleanup batch procedure A. Batch Job B. Batch Procedure - set all older than X days to abort so cleanup nightly job will remove AMANDA folders

TracyLinder commented 4 years ago

Status: Robert to continue working on this during Sprint 28. Likely won't be done until Sprint 29.

TracyLinder commented 4 years ago

Status: Ready for Development. Robert to do work during sprint 29.

Nadin-Nader commented 4 years ago

Next Step:

Push to Dev today Per Kaarthy

TracyLinder commented 4 years ago

@kaarthym5 @licarir When this is in Dev, will you please schedule some time with me & @Nadin-Nader to demo the work?

Thanks, Tracy

kaarthym5 commented 4 years ago

Hello Tracy, yes will plan to demo it with you once it’s ready.

From: Tracy Linder notifications@github.com Sent: Friday, July 17, 2020 4:58 PM To: cityofaustin/atd-data-tech atd-data-tech@noreply.github.com Cc: Madhan, Kaarthy Kaarthy.Madhan@austintexas.gov; Mention mention@noreply.github.com Subject: Re: [cityofaustin/atd-data-tech] 'Application Incomplete' AMANDA Folder Issue (#1809)

External Email - Exercise Caution

@kaarthym5https://github.com/kaarthym5 @licarirhttps://github.com/licarir When this is in Dev, will you please schedule some time with me & @Nadin-Naderhttps://github.com/Nadin-Nader to demo the work?

Thanks, Tracy

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TracyLinder commented 4 years ago

Status: Work in branch, will continue into sprint 30.

TracyLinder commented 4 years ago

Status: This is a big one & lower priority. Work to continue into sprint 31.

TracyLinder commented 4 years ago

The customer warning template has been updated.

TracyLinder commented 3 years ago

Status: This is currently the lowest priority for Robert's In Progress work, and likely won't see any progress during this sprint.

TracyLinder commented 3 years ago

Status: Back-burner. Working on other tickets. Moving to ON-Deck

TracyLinder commented 3 years ago

Paloma: The priority rating is correct; this is cluttering adhoc reporting.

TracyLinder commented 1 year ago

Friday ROW Review Note 6/30/23

Paloma identified as a need due to various examples of this status causing slowdowns in permitting reviews at the same location.
We discussed if this provides enough value to develop before the ECM replacement. It's a tough decision.
Keep this in icebox or move to backlog? --- We'll keep it on ice.

TracyLinder commented 1 year ago

Friday ROW Review Note 7/7/23

We discussed/identified a related need about folders stuck in Pending Payment status.
Automated features needed to identify older folders, try to solicit payment, warn that we won't review, void the invoice, cancel the folder. Keep applicant notified.

cityofaustin / atd-data-tech