EPIC: Automating service messaging

[MJFaucherFolie]

Context

• Based on ticket #576 , we understand the requirements to successfully automate service messaging
• We will automating the process, end to end

Acceptance criteria

• Automate the service messaging process

Dependencies

• [x] Secure new content for service messaging from Maddie / ticket #564

Tasks based on user story map & write-up of Three Amigos session

Assemble list of LPAs who need Service Messages and relevant information

• [ ] #672
• [ ] Ensure the content matches refinements made by @maddie-broxup in ticket #578

Key outcome

• Automated process to identify LPAs who have Data Quality issues and collate information about the data quality issues

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Automate securing and sending emails

• [ ] #673
• [ ] #674
• [ ] #675
• [ ] Develop a way to automatically assemble email lists and content of emails
• [ ] Develop a mechanism to automatically generate UTM links that direct users to their LPAs dashboard
• [ ] Automate sending emails to LPAs with data quality issues

Key outcomes

• Automatically gather relevant LPA email addresses
• Automate sending emails to relevant LPAs that feature UTM links and data quality information

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Automate process of logging information

• [ ] Develop a mechanism to capture the number of LPAs who have data quality issues every week

Key outcome

• Automatically store data quality issues on a week-by-week basis

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Integrate method to sign up for service

• [ ] #676
• [ ] #677
• [ ] Identify best place in the user journey (on the dashboard) to enable people to sign up for service messaging

Key outcome

• Enable users of the platform to sign-up to data quality messaging

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Future features

• [ ] non-LPAs signing up for service messaging

Tasks

• [x] #665

[MJFaucherFolie]

Summary of tech refinement (19/11/2024):

• Agreed that implementing a subscription process is difficult
• Focus on generating a list of LPAs, generating content, and sending the emails
• Infra have a vested interest in these activities, so it's important to involve them

Tech team agreed to focus on three spikes:

• 672

• 673

• 675

Design areas of focus:

• Content review and accessibility audit of MS forms

Future areas of focus

• Spike into the sign up process for non-LPA people. Early ideas is to have two google sheets and two emails crafted for the separate audiences (emails can mirror, but will be minor differences). Also, non-LPA people must have way to opt-out
• Should we explore the CRM system that the Community Management team uses (#674) ?
• Will need to make two spreadsheets for two types of users (LPA recipients and another for non-LPA recipients)
• How might we enable non-LPA people to subscribe and unsubscribe and be removed from the Google Sheet automatically
• We believe that enabling non-LPA recipients to subscribe will be based on volume of users on the Planning Data platform. Once this reaches mass volumes, we implement the feature.

[MJFaucherFolie]

RAW NOTES

Epic discussion

Spike:: subscriptions - more difficult list of emails - send to these emails Figure out where to store the list Google sheet - simplest - but talk with infra as they have vested interest Should we use the CRM system which community management has

Sign up: Spike - non-LPA people who sign up for messages, how can they take themselves off it

MS forms Audit MS forms

Google sheets

Two lists - one for LPAs only and others for those who opt-in external one will have an opt out link vs changing recipients (content - link in Maddie)

SCRIPT

https://submit-summary.onrender.com/

Code is here: https://github.com/DilwoarH/submit-summary Organisation Summary

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RAW NOTES - method to generate content

en mass - Cron within platform that generates email

Whatever service we use, that should handle the emails!

Don't do Cron job at 12-3am!

Emails to ping off at 10am

Script made by Dilwoar: https://submit-summary.onrender.com/

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RAW NOTES - method to store and read key values

Use google sheets knowing where endpoints sit - subscribe and unsub - when it clicks - our sheets react to it

two spreadsheets - one for LPAs, another for anyone else who wants to subscribe

Focus on community managers first. Manage popularity and use that to gage when to implement the second version (then look at the front end of it)

Taking key values (LPA emails and the content)

Script - at first, focus on basic messaging. Iterate over time (more detailed message)

Reading the google sheet

Make spike around generating content