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- Different countries have different protocols and customs on how they notify individuals for different message types and what to say.
- Email notifications are supported for Requisition, Stock Management, Fulfillment, and User Password management.
- Other related meeting notes: Meeting Notes: OpenLMIS Notification requirements, See "What are the needs" section of User management - Opting out
- Emergency requisitions and reset passwords are types of notifications that override user settings to opt-out. These notifications are always sent.
- The Who below is defined using User Personas.
Existing notifications in 3.5:
- Requisition notifications are sent when there is a requisition status change.
- Users receive notification of a requisition status change
- Approver receives notification once a requisition has been submitted and authorized
- User receives notification if their requisition has been rejected
- User receives notification that their requisition has been converted to order
- User receives notification that their requisition status has been updated to released without order (if configured to release without order)
- Fulfillment notifications are sent when there is an order status change.
- User receives notification that an order has been created
- User receives notification that an order is ordered
- User receives notification that an order is fulfilled
- User receives notification for FTP transfer status
- Stock management notifications are sent when there is low stock or a stockout event.
- CCE notifications are sent when there is an inventory status change that requires a user to take action.
- User profile notifications are sent any time the user or admin edits a user profile or password that requires the user to take action.
- Adding or editing an existing email address
- Reset password scenarios
Requirement #1: Consolidated Notifications (Notifications Daily Digest)
- Enable consolidation of notification messages so the user doesn't receive multiple notifications that are not time-sensitivemultiple individual notifications by facility
- Daily digest of notifications (example: summary of # requisitions by status changes by facility or supervisory node or requisition group)
User Scenarios:
Roy or Sophie (the storeroom manager): a user who needs to receive notifications for their facility only - the current notifications are acceptable for this user (email notifications by a status update) this user probably doesn't need consolidated emails
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- Problem: receive a lot of notifications and can't filter through them to determine what to act on, doesn't help them do their job, ignore notifications because there are so many, they don't receive notifications when it would be helpful for them to receive one - when a requisition hasn't been approved for # of days, hasn't been submitted for # of days
- Value: The user is only notified when all requisitions are in a status where they have work to do, assists them with their job and prioritizing tasks
- Value: Receiving summarized notifications for # of requisitions per facility (instead of an individual email notification for each requisition status change at each facility they supervise)
Requisitions Service consolidation for Requirement #1:
Option A: Consolidate requisition notifications by requisition status & supervised facility (supervisory node)
- All requisitions for my supervised facility are consolidated by status once daily (user sees # of requisitions in In_approval status for each of their supervised facilities)
- As an authorizer, I want to see the # of requisitions that have been submitted for my supervised facility, once a day.
- As an authorizer, I only want to see a notification for the requisitions that are in submitted status at the time the notification is sent (Example: If a requisition has been authorized before the notification is scheduled to send, then I should not receive the notification that a requisition is ready to be authorized in my daily digest notification.)
- As an approver, I want to see the # of requisitions that are ready to approve for my supervised facility, once a day.
- As an approver, I only want to see a notification for the requisitions that are pending approval at the time the notification is sent. (Example: If a requisition has been approved before the notification is scheduled to send, then I should not receive the notification that a requisition is pending approval in my daily digest notification.)
- Admin can configure Requisitions service to select which requisition statuses will be consolidated (this can be through API and does not require admin UI yet)
- As an administrator I want the flexibility to select one or many requisition statuses to send in one daily digest notification.
- As an administrator I want the ability to specify text for the daily digest notification. (We can create a standard template or default message.)
- All emergency requisitions are not consolidated, but sent as the status is changed (this is current behavior)
- All requisitions for my facility are consolidated by status once daily (user sees # of requisitions in each status for their facility instead of individual emails for each status change - lower priority)
Option B: Consolidate requisition notifications by facility
- All requisitions are consolidated by facility once daily (user sees facility and list of requisitions that have been changed)
- All requisitions for my supervised facility are consolidated by supervised facility (supervisory node) once daily (user sees supervised facility and list of all requisitions In_approval status)
- Admin can configure Requisitions service to select a facility to consolidate notifications (either by supervised facility or by facility)
Notifications Service configuration for Requirement #1:
- Admin can configure opt-out for Requisitions service notifications (does not opt-out of emergency requisitions notifications)
- Admin can configure scheduled time to send consolidated notifications (Should the admin have options to select from? Daily, weekly, bi-weekly? Every Wednesday, etc. Admin can select or enter in what time notifications are sent.)
Sulu or Chappie (monitors health of supply chain or views status across multiple facilities): a user who logs in occasionally
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Requirement #1a: Configurability
- Configuring which/how notifications can be consolidated consolidated
- Configuring time that notifications will be sent (once daily)
- Enable selection of which channel to use to send a notification (SMS or email)
- For the first iteration, is it acceptable to have a default configuration for each notification class (listed in Open Question 7 below), and then allow for configurability in a future phase?
- Manual Resend notifications (future release ?- out of scope for 3.6)
- Timebound notifications (future release ?- out of scope for 3.6)
- Disable notifications for unused services (example: Malawi has stock management but does not use it and could potentially receive stock management notifications that are not used)
- Is this really needed? Can this be customized by roles?
Jira Legacy server System JIRA columns key,summary,type,created,updated,due,assignee,reporter,priority,status,resolution serverId 448ba138-230b-3f91-a83e-16e7db1deed1 key OLMIS-5589
User Scenarios:
Adam the administrator: an administrator or implementer that needs to configure notifications to send via SMS or email depending on the type or importance of the notification
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- Ability to configure and change the text used on email or SMS notifications template.
- Research using RapidPro or another existing service (Team Ona uses RapidPro)
- Support a more digest-like notification rather than a facility-specific notification (as shown in the example below
- Must be able to put values from the database (support tokens) when editing text
- Admin has ability to view history of notifications (question #2 below)
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| # | Question | Outcome | Status | ||||||||||
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| 1 | Is
| SMS needs to be included in the feature set. Multiple countries mentioned that cost is not a concern as phone companies provide messages for free. | Answered | ||||||||||
| 2 | If SMS is no longer required - are there any requirements in Notifications - Push Reminders that we will need to support? Push notifications from an admin to all users happen through JIRA. Is this enough? | Only user stories 1 and 2 are required for the initial version:
| Answered - #3 - Log of SMS and email notifications sent (may be included in scope if this can be done efficiently in 3.6) | ||||||||||
| 3 | Phone numbers are already captured in User Profile page - but there is only minimal validation on format. Is this required? It would be required if SMS is included in this feature. | Phone number format validation needs to be updated. | Answered | ||||||||||
| 4 | Need to research solutions for customizing messages in other languages | Messages need to be configurable but not localized | Answered | ||||||||||
| 5 | Who is the user that logs in occasionally? Do they need to receive notifications to remind them to log in and check something? | Understanding this user will help us ensure we support notification scenarios for this user. | Wesley Brown to confirm | ||||||||||
| 6 | Are there more types of notifications that could be categorized as high level? | Helps us understand which notifications would override a user's opt-out preferences. | Wesley Brown to confirm (maybe with help from Nikodem Graczewski (Unlicensed) to understand current state - emergency requisitions, reset password, are there others?) | ||||||||||
| 7 | Should we classify types of notifications so that we all agree on terms to use? Informative notifications: Requisition status updates (would notifications about upcoming system updates, planned system outages be included in this classification?) Action-based (action-oriented) notifications: Notifications that require the user to log into OpenLMIS to take action, some action-based notifications would override the user's notification preferences such as emergency requisitions or reset password email notifications. Time-bound notifications (or reminder notifications?): Notifications that remind a user something needs to be done, or hasn't been done yet - should be done Are there default settings for each notification class that would be acceptable?
What classifications should be used for notifications of system updates or planned system outages? This is a message that is configured by an administrator and then set to all users. (Malawi example, or is slack good enough?). | Gain agreement on terminology so we understand what notifications are supported and must be supported. Helps explain the value and use for each type. | Sam Im (Deactivated): This is a design discussion. This does not mean that notifications must be designed with a classification but is used to help us understand the value of notifications for each user. FYI Wesley Brown As of Dec 18th, and discussed in PC Meeting on Dec 18th: Two types of notifications will be supported in 3.6: Urgent and non-urgent Urgent: Emergency requisitions, password reset
Non-urgent: all other notifications Other classifications may be discussed for a future release | ||||||||||
| 8 | What are other generalized needs for requisitions and stock management notifications that we may need to consider in the future design - but allow for in our current design? |
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| 9 | Are we supporting fulfillment notifications in 3.6 scope? | Wesley Brown to confirm (maybe with help from Nikodem Graczewski (Unlicensed) to understand current state of fulfillment type notifications) | |||||||||||
| 10 | Design questions:
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| Nikodem Graczewski (Unlicensed) here are some questions that have come up about SMS so far. | ||||||||||
| 11 | Known issue: If a user is not assigned to a supervisory node, then they will not receive notifications. This is not related to opting-out but is a problem caused by misconfiguration and can be confusing during configuration. How should this issue be handled? | FYI Nikodem Graczewski (Unlicensed) |
Out of Scope
- Stock management notifications: configuration and any changes to notifications will be some future release
- CCE notifications: configuration and any changes to notifications will be some future release
- Push notifications: A supervisor dashboard/interface for late reporters to push notifications to different levels, with customizable notification text
- In-app notifications: an example provided by Angola for in-app notifications that alert users when products are going to expire