Email users when permission request is approved or denied

[sshetenhelm]

Story As a stakeholder, whenever I approve or deny a Permission Request, I want an email notification to be sent to the end user informing them of my decision. For denials, I want emails to come from an "anonymous" address that does not accept replies.

As an end user, when my permission request has been approved or denied, I would like to receive an email with that information. I would also like to be sent a direct link to the parent object show page in Blacklight.

For the MVP, we will not allow users to reply to an email or create functionality for staff to "customize" approval or denial messages.

EMAIL FOR APPROVED: SUBJECT: Your request to view [TITLE] has been approved

BODY: Dear [Name user entered on form],

Your request to view the object [TITLE with link] in Yale’s Digital Collections System has been approved. Your access will expire on [ACCESS EXPIRE DATE].

You can access the object directly at the following link:

[URL to object in blacklight]

This is an automated message from an address that is unable to receive incoming messages. Please do not reply to this email.

EMAIL FOR DENIED:

SUBJECT: Your request to view [TITLE] has been denied

BODY: Dear [Name user entered on form],

Your request to view the object [TITLE] in Yale’s Digital Collections System has been denied.

This is an automated message from an address that is unable to receive incoming messages. Please do not reply to this email.

Acceptance

• [x] When a permission request is approved, an email is sent to the email address that was submitted by the end user
• [x] The subject and body of the email include the text and specifications in the story of this ticket
• [x] The [TITLE] of an object links out to the parent object display page in DCS
• [x] When a permission request is denied, an email is sent to the email address that was submitted by the end user
• [x] The subject and body of the email include the text and specifications in the story of this ticket
• [x] For denial emails, the email is sent from an "anonymized" or non-Yale email address that does not accept replies.
• [x] Send emails from kissingerpapers@gmail.com for Kissinger permission set objects. All other sets send from do_not_reply@library.yale.edu

[jpengst]

Does "do_not_reply@library.yale.edu" work for the AC:
For denial emails, the email is sent from an "anonymized" or non-Yale email address that does not accept replies

[sshetenhelm]

Just sent an email to our stakeholders to ask if this is sufficient, or if we need to try something else. Will report back.

[sshetenhelm]

Stakeholders would like the Yale bit removed. They said they use a gmail address in Aeon to notify users; I've asked what the gmail is and who has custody over it.

Depending on the gmail address, we may need to tailor this per Permission Set.

[sshetenhelm]

From Josh:

Here is the email: kissingerpapers@gmail.com I do have the password for the account. Please let me know if you need it. It does look like the initial email notifying patrons that the request has been received does come from the Beinecke: beinecke.library@yale.edu But not the approval email-- that comes from Kissinger Papers.

So it seems that approvals and denials only come from the gmail address, and since it is a dedicated address for Kissinger, should only be used with the Kissinger permission set.

Do we need to make another ticket to allow for dedicated per-set reply emails?

[jpengst]

PR: https://github.com/yalelibrary/yul-dc-management/pull/1388

[K8Sewell]

Deployed to UAT with release v2.69.3 - because another PR in the release can only be tested on UAT.

[sshetenhelm]

Could we please also have this deployed to Demo, so we can test the permission request aspect? Thank you!

[jpengst]

Deployed to Demo

[sshetenhelm]

Here are the emails!

Approved:

Denied:

I received these about 30 seconds after I made the decisions in MGMT :)

For our MVP, we will need to use the aforementioned gmail addresses. Just to confirm -- we will have the ability to make the Kissinger set emails come from the gmail?

[jpengst]

Yep, that is correct. Currently, any object under the "kiss" permission set label will be sent from the kissingerpapers@gmail.com address for both approval and denial emails. All other objects will be sent from do_not_reply address.

Does that need to change at all?

[sshetenhelm]

No changes needed! Just wanted to double-check, as we don't have any permissions requests in UAT right now.

Thank you! Ready to close! :)