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globaleaks / globaleaks-whistleblowing-software

GlobaLeaks is a free and open-source whistleblowing software enabling anyone to easily set up and maintain a secure reporting platform.
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Notification email for Reminder Date #3419

Open danielvaknine opened 1 year ago

danielvaknine commented 1 year ago

Proposal

We propose that the recipient receives a notification email (preferably with a direct link to the report in question) when the newly implemented Reminder Date is met, just like the recipient receives a notification email when the Expiration Date closes in.

Motivation and context

This is a very important feature, not least to help companies comply with the EU Whistleblowing Directive, but also for all smaller organisations that are not active on the platform weekly.

A company that receives just a few reports a year is not actively managing the platform, whereas a notification email that the Reminder Date is met is very important. Not least, it helps to remind the recipient to follow up with the whistleblower, improving the overall experience for the whistleblower and making sure cases do not get forgotten.

While we understand that a new email template requires a lot of translating work, we consider the long-term pros to heavily outweigh the short-term cons. Furthermore, the email would not have to be long and the email template regarding the Expiration Date could be reused and just a few words would have to change for each language.

This is a key function that is very important and that should be prioritised, not only for the user-friendliness of the recipient but also for the overall experience for the whistleblower, helping the recipient to make sure that all cases are dealt with correctly.

evilaliv3 commented 1 year ago

Thank you @danielvaknine

At the moment we have not implemented such a reminder because we consider that the system is already sending so many different types of email and this could be confusing for the end users, so that we are trying we could possibly improve this aspect and eventually re-study the email templates.

It would be great if you could provide a draft email for the type of email notification that you have in mind. In the context of GlobaLeaks the email should try to be a bit generic and not refer specifically to a national law as the software is used worldwide but try at the same time to be on point.

Here you could find the existing email templates: https://github.com/globaleaks/GlobaLeaks/tree/main/client/app/data_src/txt

danielvaknine commented 1 year ago

We suggest this short and generic template:

“Dear {RecipientName}, This is an email to notify you that the reminder date for a report has been met. The report can be accessed at: {Url} Kind regards, {NodeName}”

danielvaknine commented 1 year ago

Any progress on this? Would be happy to hear more thoughts on this (can't tag the people myself)

evilaliv3 commented 1 year ago

@danielvaknine: I've just added the texts on transifex so that translators could start translating them.

I've added also a text "Reminder" that we could use as mail title

danielvaknine commented 7 months ago

Hello! After using this function extensively since it's implementation, we would like to suggest a small revision regarding the number of reminder emails for the reminder date.

Today, the user needs to deactive the reminder date function by themselves. Some don't know how to do this and others don't take any action – both resulting in a large number of emails that over time looks like spam.

We therefore suggest one of the two alternatives, with the first being preferable: a) The reminder email is no longer sent to any recipients of the report as soon as one recipient has logged in and/or written something to the whistleblower b) The reminder email is only sent x times

Looking forward to your feedback on this suggested improvement

evilaliv3 commented 7 months ago

Thank you Daniel for your feedback.

Would it work for you if we disable the reminder automatically if the recipient open the report after the reminder date passed?

danielvaknine commented 7 months ago

Yes, I think that would be enough!

Though not sure if it should be disabled for all recipients when one has opened, or each would need to open. I think I'm leaning toward the first alternative.

Thanks for the quick feedback

evilaliv3 commented 7 months ago

I agree we should disable it only for the recipient that accesses.

danielvaknine commented 7 months ago

OK, I would as mentioned lean towards disabling it for all, but very open to hearing others' thoughts

evilaliv3 commented 7 months ago

Disabling it for everyone is something that may lie some misunderstanding. Two independent users may have different needs for setting their own reminders. I would not let a user disable a reminder for one other.

danielvaknine commented 7 months ago

How do you mean? Two independent users can't have independent reminders, right? The reminder is set for a specific report and is in regards of the report in question – right?

Our understanding is that users very often communicate amongst each other, e.g. "I've now followed up on the report", etc.

But we do not protest your suggestion as it is since it is a very large improvement over current procedures!

evilaliv3 commented 7 months ago

Actually you are right. Current reminders implementation is global, per report