Trigger email to alert candidates to generic feedback report publication

[nickaddy]

Background Generic feedback reports are published in the following circumstances:

• After all qualifying tests: both online and scenario for both non-legal and legal exercises
• On most fee-paid exercises where the Vacancy Request is more than 10, once the outcomes have gone out

The first scenario is quite straightforward, but the second slightly less as there might be some occasions it isn’t used for whatever reason (e.g. fewer than 10 candidates applied, so it was easier to provide individual feedback.) This ticket is to address the first scenario only. These reports are usually published around 6 weeks or so after the QT, but timing can vary dependent on the amount of work the team has going on.

User Story As an admin user, I would like to be able to notify all candidates who participated in a QT when a feedback report is published so that they can read it.

Feature(s) Description Post QT (scenario or online tests), admin user should be able to trigger an email to notify candidates that the feedback report for the QT has been published. The email will contain a link to the relevant page on the JAC website and the emails sent out via Notify. The Notify email should reference and include the Exercise name and the test type (Scenario test, Online test, etc.)

Proposed email content:

Dear Candidate,

We are pleased to confirm that the feedback report for [exercise name] [online QT/Scenario Test] has now been published.

You can access the report here.

User Testing Steps Add instructions here

Ticket Champion Rob

[nickaddy]

Hey team! Please add your planning poker estimate with Zenhub @drieJAC @HalcyonJAC @tomlovesgithub @warrensearle

[warrensearle]

@tomlovesgithub to add some questions

[tomlovesgithub]

• user story is for "user" assuming this is admin, please confirm.
• Does this feature reside on the QT admin platform? Could it be a page on the admin site itself?
• Which page could this feature reside on? Is it a button? a Form? Are there similar workflows on the site already (ie. IAs)
• Is this any automation regarding the sending of this message after QTs? At what time and conditions should the email be sent? (on QT 'Close & Score') Or is this a staff initiated email only?

[nickaddy]

@tomlovesgithub

• Admin user (amended in user story)
• Open to suggestions; could either reside on QT admin or sit under the relevant tasks section on Admin?
• As above, it could just be a button that triggers a Notify email as I propose we link to the generic page (I've added an anchor to online tests on the website) so the candidates would be taken to that page then select the exercise. I can't answer the question about workflows.
• This is answered in the background section above - it needs to be manually initiated by admin user when report has been approved and uploaded to the website

[warrensearle]

Unless we learn otherwise I suggest we start simple and do the following:

Add a "Notify candidates about generic feedback report" button to the relevant Task > Completed screen.

This would only appear for QT tasks such as:

• Critical Analysis Test
• Situational Judgement Test
• QT Merit List
• Scenario Test

It would send the same generic email message in all instances.

We could also include a Test button which sends the email to the user who pressed the button.

I can see this evolving into an area in admin where staff can "Notify candidates". Essentially so they don't use Notify directly. Where they choose which subset of candidates to message (e.g. candidates who took CAT; candidates who passed shortlisting; candidates invited to selection day) and also enter the message (or choose a template), preview, send, track delivery and bounces.

[nickaddy]

@warrensearle whether or not we use Notify, I feel that the email should reference the Exercise number, Exercise name and test type, is that possible?

[warrensearle]

@nickaddy

I feel that the email should reference the Exercise number, Exercise name and test type, is that possible?

Yes totally