FS 327766 SCR-324746-7 Configurable Auto-email Subject

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Cooper Callas

Configurable Auto-email subject

CALIDUS ePOD

22nd July 2015 - 1.0
Reference: FS 327766 SCR-324746-7











































Functional Overview

Client Requirement

SCR-324746-7: Configurable Auto-email subject


Solution Overview

For jobs that have been completed, POD documents may be sent to the customer. In this case, the jobs that require this would have the email address populated when the job is sent to . As part of the export, any jobs with this email address will be automatically sent with a PDF attachment of the POD or POC report.

Note Note: This feature requires access to a mail server for the use of the customer.

Automatic emails may also be sent to a central email address if required. This may be configured at any time.

These emails are sent with a fixed email subject and body. As an additional change, the customer asked for the subject to be configurable for emails directly to the customer.

The expected data in the subject should be made up from:

  • Customer Name
  • A/C Number
  • Order Reference, one of:
    • Job ID - ePOD internal unique job reference
    • Job Code - as mapped from Sage
    • Cust Ref - as mapped from Sage
    • SO Ref - as mapped from Sage
    • Ext Ref - as mapped from Sage
  • Date
  • Job Type (Delivery or Collection)

Once this development is complete, it will be configured for the customer during implementation. This has been confirmed to be:

  • "Cooper Callas - <Delivery> to <Customer Name> - <Order Reference> on <Date>"

At this time, the emails sent have the following body text applied to them:

  • Body Text (for PDF Attachments): "Please find attached your delivery documentation, Thank You."


Scope

The changes will be made to the latest version of the CALIDUS ePOD system.

Note Note: This feature requires access to a mail server for the use of the customer. This should be provided before implementation.


Set-up

Pre-requisites

A valid CALIDUS ePOD system is required.


Menu Structure

None


Data

Job Group

FS 327766 JobGroup1.PNG
Job Group Maintenance

All Job Groups for the Site COO must be created - these should have the new field "Email Subject" populated. This is expected to be configured as:

  • "Cooper Callas - [EPL_JOB_TYPE] to [EPL_CUSTOMER_NAME] - [EPL_JOB_CODE] on [EPL_END_ACTUAL_DATE]"

Note Note: This configuration may be changed during implementation.


Functional Description

Database/DAL Changes

The Job Group table will be modified to store the Email Subject (as new field EPL_EMAIL_SUBJECT). This will be an unlimited length string.

The Job Group Data Access Layer object and all database procedures will be modified to select and update this new field. Note that this field will never be used as selection criteria for the table and should not be added to selection parameters for the database packages.

Note Note: When exporting Job Group data through webservices (i.e. to the Mobile Device at Login, through the EPOD_LOGON_REQUEST/EPOD_LOGON_RESPONSE webservice messages), the new field will should not be added to the Job Group section - it is not required on the mobile device.


Admin Changes

Job Group Maintenance

FS 327766 JobGroup1.PNG
Job Group Maintenance

A new configuration field "Email Subject" will be added to the Admin tab. This should be added to the right of the existing field "Auto Email".

The field will allow plain text entry, unlimited length, in a text area allowed to be expanded by the user if required. By default this should allow visibility of at least 3 lines of 50 characters.

There will be no validation applied to the field, although the pop-up help should state:

Enter the Email Subject. Note that any of the following will be substituted with data from the Job being emailed:
  • [EPL_CUSTOMER_NAME] - The customer name from the Job Address, if exists, else the Customer name from the Customer
  • [EPL_CUSTOMER_CODE] - The Customer Code
  • [EPL_JOB_ID] - internal unique job reference
  • [EPL_JOB_CODE] - Job Code
  • [EPL_CUST_REF] - Cust Ref
  • [EPL_SO_REF] - SO Ref
  • [EPL_EXT_REF] - Ext Ref
  • [EPL_END_ACTUAL_DATE] - Actual Collection/Delivery Date, formatted as DD/MM/YYYY
  • [EPL_JOB_TYPE] - Job Type, translated to "Delivery" or "Collection"


AutoExport Changes

The procedure for setting the email subject (EPOD_SYS_EMAIL.GenerateCustomerEmailSubject) will be modified as follows:

  • Get the Job Group for the job and check the configuration
    • If not present, default to the value as now (EPOD_SITE.EPL_DESCRIPTION + ": POD for Order: " + EPOD_JOB.EPL_JOB_ID + " on " + EPOD_JOB.EPL_END_ACTUAL_TIME + " " + EPOD_JOB.EPL_END_ACTUAL_DATE).)
    • If an Email Subject configuration is present (i.e. not space or NULL), extract all substitution tag i.e. text in square brackets that match a pattern "\[EPL.*\]".
    • For each substitution tag found, check against the substitution list.
      • If present in the list, replace the whole substitution tag (including brackets) with the value from the database.
      • If not present, the extracted string will be left as-is (e.g. [Some text]).

Substitution tags and values:

  • EPL_CUSTOMER_NAME - Customer Name - The customer name from the Job Address, if exists, else the Customer name from the Customer
  • EPL_CUSTOMER_CODE - A/C Number - The Customer Code from the job
  • EPL_JOB_ID - Job ID - ePOD internal unique job reference from the job
  • EPL_JOB_CODE - Job Code from the job
  • EPL_CUST_REF - Cust Ref from the job
  • EPL_SO_REF - SO Ref from the job
  • EPL_EXT_REF - Ext Ref from the job
  • EPL_END_ACTUAL_DATE - Actual Collection/Delivery Date from the job, formatted as DD/MM/YYYY
  • EPL_JOB_TYPE - Job Type from the job, translated to "Delivery" or "Collection"


For an example as follows:

  • EPL_CUSTOMER_NAME - "Jones & Son Ltd"
  • EPL_CUSTOMER_CODE - "JONES001"
  • EPL_JOB_ID - "000000000FA54"
  • EPL_JOB_CODE - "ORD0001"
  • EPL_CUST_REF - "CR0001"
  • EPL_SO_REF - "SO0001"
  • EPL_EXT_REF - "ORD0001 / CR0001"
  • EPL_END_ACTUAL_DATE - "20151230"
  • EPL_JOB_TYPE - "D"

The configuration "Cooper Callas - [EPL_JOB_TYPE] to [EPL_CUSTOMER_NAME] - [EPL_JOB_CODE] on [EPL_END_ACTUAL_DATE]" will result in: 

"Cooper Callas - Delivery to Jones & Son Ltd - ORD0001 on 30/12/2015"

The configuration "Cooper Callas - [EPL_JOB_TYPE] - [EPL_CUSTOMER_CODE] - [EPL_CUST_REF] - [EPL_END_ACTUAL_DATE]" will result in: 

"Cooper Callas - Delivery - JONES001 - ORD0001 - 30/12/2015"

The configuration "[Cooper Callas] - EPL_CUSTOMER_CODE - [EPL_EXT_REF] today" will result in: 

"[Cooper Callas] - EPL_CUSTOMER_CODE - ORD0001 / CR0001 today"


Appendix A: TEST PLAN

Test Script / Scenario ReferenceConfigurable Auto-email subjectCall Number(s): 327766 SCR-324746-7
Test Script / Scenario DescriptionTo show email subjects may be configurable.PASS / ISSUES / FAIL
Menu AccessAdministration/Site 
Pre-requisitesTested By:
 
Test ObjectiveTo test that: Email Subject can be configured and; Email reports have the correct subject.Date:
 


Step Action Result Remarks P/F
1 Admin - Configuration      
       
1.01 Edit a Job Group The Email Subject should be present and allow entry through a resizeable text area.    
1.02 Enter "[Cooper Callas] - EPL_CUSTOMER_CODE - [EPL_EXT_REF]" in the field and save. The email subjject should save and display in the screen when re-edited.    


Step Action Result Remarks P/F
2 AutoExport      
  Ensure AutoEmail is configured for the Job Group. Ensure jobs are created with contact emails for a monitored email account. Ensure PDF emails are configured. Ensure the jobs have valid unique values in
  • EPL_CUSTOMER_NAME
  • EPL_CUSTOMER_CODE
  • EPL_JOB_ID
  • EPL_JOB_CODE
  • EPL_CUST_REF
  • EPL_SO_REF
  • EPL_EXT_REF
  • EPL_END_ACTUAL_DATE
  • EPL_JOB_TYPE
Ensure one of the jobs is a collection.		      
2.01 Configure the Job Group Email Subject as "[EPL_CUSTOMER_NAME] - [EPL_CUSTOMER_CODE] - [EPL_JOB_ID] - [EPL_JOB_CODE] - [EPL_CUST_REF] - [EPL_SO_REF] - [EPL_EXT_REF] - [EPL_END_ACTUAL_DATE] - [EPL_JOB_TYPE]". Complete a delivery job. The email subject should have all fields populated as expected. The Job Type should display as "Delivery".    
2.02 Complete a collection job. The email subject should have all fields populated as expected. The Job Type should display as "Collection".    
2.03 Configure the Job Group Email Subject as "[Cooper Callas] - EPL_CUSTOMER_CODE - [EPL_EXT_REF] today". Complete a delivery job. Only Ext Ref on the email subject should be translated - all other text should be left as in the configuration.    


Appendix B: Quote & Document References

Cost Details
Activity No. of Days Rate per Day (£) Cost (£ Exc. VAT)
Requirements 0.00 750 £0.00
Change Request Evaluation 0.00 750 £0.00
Functional Specification 0.50 750 £375.00
Technical Specification 0.50 750 £375.00
Development 1.50 750 £1,125.00
Testing and Release 0.25 750 £187.50
Implementation 0.25 750 £187.50
Project Management 0.25 750 £187.50
 
TOTAL 3.25   £2,437.50
Estimate excludes training, release to live and go live support.

B.1 References

Ref NoDocument Title & IDVersionDate
1UG 291094 EPOD Admin User Guide3.016/10/2014
2UG 291097 EPOD Client User Guide4.016/10/2014
3REQ 324746 Cooper Callas ePOD Requirements1.129/06/2015


B.2 Glossary

Term Definition
EPOD Electronic Proof of Delivery. The OBS EPOD system is CALIDUS ePOD.
CALIDUS eSERV The OBS mobile system to complete Service functionality in the field. This is part of the CALIDUS ePOD system.
PDA The mobile device on which the C-ePOD system will run in the field. This can be a Phone, EDA or industrial PDA, running Android.
DAL Data Access Layer. A mechanism for accessing data by the system that is removed from the application, allowing for simplified access and providing protection to the data, as only approved DAL methods can be used to modify it.
GPS Global Positioning System. A mechanism of retrieving accurate positioning information in the form of Latitude and Longitude (Lat-Long) co-ordinates from a device.
GPRS, 3G, HSDPA, Data Service All terms referring to mobile device network connectivity, and the speed at which the device connects to the internet.


B.3 Authorised By


Matthew Tipping
OBS Logistics Project Manager		_____________________________

Philip Carr
Client Representative		_____________________________
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