Request the Applicant to prepare the necessary information before proposing to send the e-mails to Verifiers

[SergioArbarviro]

Rationale

In order to send the e-mail to the Verifiers, the Applicant needs to prepare information or documents. If s/he does it when the e-mails are waiting to go, there is a risk that these e-mails get forgotten in the "drafts" folder of the e-maill client while waiting for the necessary input, or reciprocally that the person clicks on the button stating that the e-mails were sent when actually nothing is ready yet.

Process

I hence propose to add a step in the process, before the stage when the Applicant is requested to send e-mails to the Verifiers. In this new step:

1. the Applicant is requested to choose the method s/he wants to use to transmit the data on his/her official identity document to the Verifiers (per e-mail or per video-conference);
2. if the method is "per e-mail", then AlirPunkto requests the Applicant to prepare a picture file containing a scan of his/her official identity document, with the following elements masked: Number of the official identity document; Place of birth;
3. else AlirPunkto requests the Applicant to prepare: (a) three timeslots within the {time_span_video_verification} days following the moment when s/he will send the e-mails to the Verifiers, timeslots at which s/he is available for a videoconference in which s/he will present a masked version of his/her official identity document, (b) the links needed to access the videoconferencing system on which the verification meetings will take place;
4. AlirPunkto presents to the Applicant the button on which the Applicant should click to signal that s/he has the needed information ready;
5. if the Applicant has not clicked on the button signalling that s/he has gathered the needed information by (date at which the previous step was performed + {time_to_prepare_info} days) then AlirPunkto sends a reminder to the Applicant requesting again to prepare the needed information;
6. the Applicant clicks on the button saved from the previous step that signals that s/he has the needed information ready;
7. AlirPunkto displays in the e-mail client of the Applicant the e-mail template relevant for the method chosen for the transmission of identity data. This e-mail contains the deadline for Verifiers to perform their vote. This deadline is set at (date when the e-mail templates are displayed + {verification_duration} days);
8. the Applicant fills in the e-mail template with the information that s/he has prepared, sends the e-mails from his/her e-mail client and clicks on a button stating that s/he has sent the e-mails to the Verifiers. [connection back to the existing procedure]

In this procedure, the variables:

• {time_span_video_verification}
• {time_to_prepare_info}
• {verification_duration} are positive integers defined as variables in the code, whose values can be easily accessed to and modified by the system administrator (e.g. in a configuration file).

The initial default values for these variables would be:

• {time_span_video_verification} = 10
• {time_to_prepare_info} = 7
• {verification_duration} = 7

User interface

This process is supported by e-mails and the user interface to provide the needed information.

Screen to prepare information in case of transmission via e-mail. Please prepare a scanned picture of one of your official identity documents, in which the following information is clearly visible:

• all your given name(s);
• all your family name(s) at birth (i.e. NOT the family name of your spouse, if the custom in your country is that you adopt this name);
• your date of birth;
• you citizenship, among those of the Member States of the European Union.

In order to protect your identity, please make sure that you hide on this scanned picture:

• your place of birth;
• your signature;
• the number of the official identity document.

Once you have this scanned picture ready, please click on the button below. You can close your browser in confidence and come back later. The e-mail that you just received form us containing the state of your application contains the URL of this page. Just click on that URL, and you will be brought back to where you currently stand.

Screen to prepare information in case of transmission via video-conference. Please prepare:

• a set of three or more timeslots of 30 to 60 minutes, within {time_span_video_verification} days after the moment when you plan to send the invitation to the Verifiers. Please choose them at times when you are available, and at different moments in the day and the week, so as to maximise the chance that the Verifiers will be available, e.g. in the evening of a weekday, at lunchtime on a weekday, in the late morning during the weekend;
• one or more videoconferencing room(s), using the videoconferencing platform of your choice.

Here are our suggestions of platforms that you can use to create the videoconference and provide the corresponding link:

• Jitsi Meet (free and open-source software)
• Framatalk (free and open-source software)
• Zoom (proprietary software)
• Microsoft Teams (proprietary software, platform behind paywall)
• Google Meet (proprietary software, cost-free access to the platform)

Once you have the timeslots and the videoconferencing room(s) ready, please click on the button below. You can close your browser in confidence and come back later. The e-mail that you just received form us containing the state of your application contains the URL of this page. Just click on that URL, and you will be brought back to where you currently stand.

Reminder e-mail to the Applicant in case of transmission via e-mail Subject: Your registration to [name of the platform] - Is the scanned picture of your official ID document ready? Body: Dear [First name of the Applicant], You have started registering to the [name of the platform]. We look forward to welcoming you. As you may remember, the next step in your registration is that you prepare a scanned picture of one of your official identity documents, in which the following information is clearly visible:

• all your given name(s);
• all your family name(s) at birth (i.e. NOT the family name of your spouse, if the custom in your country is that you adopt this name);
• your date of birth;
• you citizenship, among those of the Member States of the European Union.

In order to protect your identity, please make sure that you hide on this scanned picture:

• your place of birth;
• your signature;
• the number of the official identity document.

We have so far not received from you the confirmation that you have indeed prepared this scanned picture. As soon as you have it ready, just click on the following link: [URL bringing back to the page with the confirmation button]. You will be brought back to the step in the registration process where you stood, and where you will be able to click on the button leading you to the next step, from which you will be able to send your e-mails to the Verifiers.

Please proceed in the registration! We would be so happy to welcome you soon among our Cooperators! Kind regards. The [name of the platform] team

Reminder e-mail to the Applicant in case of transmission via videoconference Subject: Your registration to [name of the platform] - Are your timeslots and videoconferencing room(s) ready? Body: Dear [First name of the Applicant], You have started registering to the [name of the platform]. We look forward to welcoming you. As you may remember, the next step in your registration is that you prepare:

• a set of three or more timeslots of 30 to 60 minutes, within {time_span_video_verification} days after the moment when you plan to send the invitation to the Verifiers. Please choose them at times when you are available, and at different moments in the day and the week, so as to maximise the chance that the Verifiers will be available, e.g. in the evening of a weekday, at lunchtime on a weekday, in the late morning during the weekend;
• one or more videoconferencing room(s), using the videoconferencing platform of your choice.

Here are our suggestions of platforms that you can use to create the videoconference and provide the corresponding link:

• Jitsi Meet (free and open-source software)
• Framatalk (free and open-source software)
• Zoom (proprietary software)
• Microsoft Teams (proprietary software, platform behind paywall)
• Google Meet (proprietary software, cost-free access to the platform)

We have so far not received from you the confirmation that you have indeed prepared these timeslots and videoconferencing room(s). As soon as you have them ready, just click on the following link: [URL bringing back to the page with the confirmation button]. You will be brought back to the step in the registration process where you stood, and where you will be able to click on the button leading you to the next step, from which you will be able to send your e-mails to the Verifiers.

Please proceed in the registration! We would be so happy to welcome you soon among our Cooperators! Kind regards. The [name of the platform] team

[SergioArbarviro]

This functional need has been addressed via the button for the Applicant to state that s/he has sent the invitation e-mail to Verifiers.