Innovation Editor Batch Email

The innovation batch email is a feature that allows an admin to send an email to the owners (practice.user) and editors (practice.practice_editors) of published Innovations (practices).

Important!

Sidekiq will need to be manually started in the server console in order for the emails to actually be sent!!! Todo: add Sidekiq initialization to the startup scripts..

SSH into the server and run: bundle exec sidekiq -C config/sidekiq.yml

Sending a batch email:

1. Start by accessing the email form from the admin/practices view:

2. Fill out the form:

• "Subject" and "Message" are required for form submission but character minimum is just 1
• The date fields are filters to scope the batch email recipients. Refer to the Filters section at the bottom of this wiki for details.

3. Click "Preview and Send" to see a modal with a preview of the message as it will appear in the emails that go out to Innovation owners and ediors:

Note: The greeting (first pink box in the screenshot above) is automatically populated and "[User Name]" will be replaced in each email with the user's first name or "Innovation Editor" if their name is unavailable in the db. The footer (second pink box) is also automatically populated in each email with links to the edit pages for the Innovations they are either owner of or listed as an editor for. To the right of each Innovation link is a date that is the Innovation's updated_at value as pulled from the db.

4. Click the "Send Email" button and confirm in the browser modal that you want to send the email out, the last confirmation is just a reminder that it will be sending live emails to the owners and editors of published Innovations.

5. A "confirmation" email will be sent to the email of the user that initiated the batch email as well as to the DM inbox, the confirmation email contains the email as it is read by all the recipients, but at the bottom is a list of all the Innovations whose owners and editors received the email with an indication of filters that were applied when filling out the form:

6. Note: Live emails will only be sent out from the batch email feature on PROD. On DEV and STG only the user that sends the batch email will receive any emails, one for the confirmation (will only send confirm to DM inbox on PROD) and another if the user is listed as an owner or editor of any practices. This is to allow for functional testing without accidentally sending any live emails.

Filters

• The "Not updated since" and "Not emailed since" fields in the email form will add scoping to the Innovations whose owners and editors receive the batch email. So if you only want Innovations that have not been updated in the past 90 days enter the date for 90 days ago.

• The "Not emailed since" date field will filter out the owners and editors of Innovations that have been sent a batch email the given date.

• The filters work in tandem and you can see a preview of the Innovations with them in place on the admin/practices screen where they have been added to the filters on the right hand side of the screen:

make sure to click the Published button in the top left to accurately visualize the list of Innovations that will be filtered in the batch emails