FS 343561 SCR-339867-09 Do not Automatically Email Orders
Marshalls Stone
Do not Automatically Email Orders
CALIDUS ePOD
14th June 2017 - 1.0
Reference: FS 343561 SCR-339867-09
Contents
Functional Overview
Client Requirement
SCR-339867-09 Do not Automatically Email Orders
Completed jobs with an email specified on the address will be picked up by a timed process and the POD will be automatically sent to that email address. The POD will be in PDF format. The email address will be provided to C-ePOD only on final delivery jobs from the customer record.
POD documents will not be emailed to customers if the delivery was cancelled, only if the delivery is marked as complete. Even if a delivery is marked as complete with all products not delivered, the POD note would be sent.
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.
Email subject and content may be configured:
- Customer Name
- A/C Number
- Order Reference, one of:
- Job ID - ePOD internal unique job reference
- Job Code - as mapped from ERP
- Cust Ref - as mapped from ERP
- SO Ref - as mapped from ERP
- Ext Ref - as mapped from ERP
- Date
- Job Type (Delivery or Collection)
It has been agreed with customer to add a facility to choose by configuration not to auto-email a POD to a customer if there are any discrepancies on the order, including user notes.
The system will be modified to:
- Allow configuration to state whether jobs with User Notes are seen as amended jobs, and whether amended jobs should be emailed.
- Export only those jobs seen as complete without amendments.
Solution Overview
The Site-level system configuration will be modified, to allow the user to configure:
- Automatic Emailing dependent on whether the job is amended.
- Jobs are considered amended if they have user notes.
The system will be modified so that, when jobs are updated to complete by the mobile application, the jobs are marked as Complete with Amendments in the job has any user notes entered against it, and the system is configured to consider this as an amendment.
The export process will be modified so that, if configured to do so, only jobs that are not considered amended will have emails sent, to either the customer or site.
Scope
Changes will be made to latest version of CALIDUS ePOD only, and will require an update to all application components and full system and user acceptance testing.
The jobs with amendments will then never be automatically emailed and the POD email will then need to be sent manually from the CALIDUS ePOD Admin console by finding the amended jobs, running the report, entering the email and emailing from this report.
Set-up
Pre-requisites
Menu Structure
Data
The Site configuration may be set as follows:
- The "Auto Email" flag should be set to "Enabled (non-amended)"
- The "Jobs with Notes Amended" flag should be enabled.
Site Screen
Note: This configuration control whether the Site email is sent. In this way, emails can be automatically sent to the Site email address for all jobs or only cancelled or amended jobs.
The Job Group configuration must be set as follows:
- The "Auto Email" flag should be set to "Enabled (non-amended)"
Job Group Screen
Note: This configuration control whether the customer email is sent.
Functional Description
Database and Data Access Layer
The following field will be added to the Site table EPOD_SITE:
- EPL_JOBS_NOTES_AMENDED_IND - int - default 0.
This field will be added to all stored procedures in the database that require it.
This field is not required to be contained within the Export to the device.
This field is not required to be used when filtering data for selection.
Admin
Site Screen
The Site screen (site.aspx) will be changed.
Site Screen
The following changes will be made:
- The existing "Auto Email" checkbox will be modified to be a drop-down list of options, controlled through the database. The options will be:
- N - "Disabled" (the default value)
- Y - "Enabled (All)"
- C - "Enabled (Complete Only)"
- P - "Enabled (non-amended)"
- A - "Enabled (Amended Only)"
- X - "Enabled (Cancelled Only)"
- E - "Enabled (Not Clean)"
- A check flag will be added under the "Export Load Photos" flag. This will be based on the new field EPL_JOBS_NOTES_AMENDED_IND. This flag will be labelled as "Jobs with Notes Amended", with the pop-up help text "If checked, jobs with driver notes are considered to have amendments.". The flag should default to unchecked (value "N"). If checked, the value is considered "Y".
- The Import section label will be changed to "Import/Export".
- The width of all the elements on this tab will be extended to fill the whole tab (100% width).
Job Groups Screen
The Job Groups screen (job_groups.aspx) will be changed.
Job Groups Screen
The following changes will be made:
- The existing "Auto Email" checkbox will be modified to be a drop-down list of options, controlled through the database. The options will be:
- N - "Disabled" (the default value)
- Y - "Enabled (All)"
- C - "Enabled (Complete Only)"
- P - "Enabled (non-amended)"
WebServices
The webservice import from the device (MessageProcess.cs, method ProcessJobUpdate) will be modified when receiving a job update from the mobile device.
The value of the Site flag EPL_JOBS_NOTES_AMENDED_IND will be evaluated at the start of the process, and stored for checking.
The processing will continue as normal until before the job is to be saved. At this point, the process will check the stored value of the Site flag. If true, and the job being updated contains notes (in field EPL_USER_NOTES), the field EPL_AMENDED_FLAG will be explicitly set to "Y", to indicate that the job is considered to have amendments.
Export Process
The export process will be modified so that, if configured to do so, only jobs that are not considered amended will have emails sent, to either the customer or site. The EmailPOD method of EPOD_SYS_EMAIL will be modified to achieve this.
Currently, the process builds an email to be sent to the site or customer email addresses. A list of all email addresses is built based on the data received, and on the value of the Site and Job Group flag EPL_AUTO_COMPLETE_EMAIL.
Currently, this can only be enabled ("Y") or disabled "N").
The values of this site flag are changed to be:
- N - do not send emails (as now)
- Y - send for all cancelled or complete jobs (EPL_STATUS = 'X' or EPL_STATUS = 'C') (As now)
- C - send for all complete jobs (EPL_STATUS = 'C').
- P - send for all complete jobs that are not amended (EPL_STATUS = 'C' AND EPL_AMENDED_FLAG <> "Y").
- A - send for amended jobs only (EPL_STATUS = 'C' AND EPL_AMENDED_FLAG = "Y")
- X - send for cancelled jobs only (EPL_STATUS = 'X')
- E - send for cancelled and amended jobs only (EPL_STATUS = 'X' OR (EPL_STATUS = 'C' AND EPL_AMENDED_FLAG = "Y"))
The values of this job group flag are changed to be:
- N - do not send emails (as now)
- Y - send for all cancelled or complete jobs (EPL_STATUS = 'X' or EPL_STATUS = 'C') (As now)
- C - send for all complete jobs (EPL_STATUS = 'C').
- P - send for all complete jobs that are not amended (EPL_STATUS = 'C' AND EPL_AMENDED_FLAG <> "Y").
The method will be modified to check the flags and these new values, only adding the email addresses if the criteria specified above is matched.
The process will then continue as it does now.
Appendix A: TEST PLAN
| Test Script / Scenario Reference | Do not Automatically Email Orders | Call Number(s): 343561 SCR-339867-09 |
| Test Script / Scenario Description | Testing Automatic Emailing of POD reports to customers. | PASS / ISSUES / FAIL |
| Menu Access | ||
| Pre-requisites | A system configured as Marshalls. | Tested By: |
| Test Objective | To test that: Jobs are marked as amended status if user notes are provided when configured and; POD/POC reports are emailed to the customer and site email addresses as configured. | Date: |
| Step | Action | Result | Remarks | P/F |
| 1 | Admin System | |||
| 1.01 | In Admin, enter the Sites screen and check the changes to the Admin tab. | The new Job Notes Amended flag is present as a check box. The new values of the Auto Email flag are present. Changing these flags and saving correctly saves the values. The layout of the Admin tab is as described. | ||
| 1.02 | In Admin, enter the Job Groups screen, select a Job Group and check the changes to the Admin tab. | The new values of the Auto Email flag are present. Changing these flags and saving correctly saves the values. |
| Step | Action | Result | Remarks | P/F |
| 2 | Import/Export | |||
| Ensure that there are jobs created with site and customer/job address email addresses. Configure the Auto-Email on Job Group and Site to Disabled. Configure the Site flag "Jobs with Notes Amended" as unchecked. | ||||
| 2.01 | On the mobile device, complete a job with user notes. | The job is set to Complete status. No email is sent to Site or Customer. | ||
| 2.02 | Set the Site flag "Jobs with Notes Amended" to Checked. On the mobile device, complete a job with user notes. | The job is set to Complete (Amended) status. No email is sent to Site or Customer. | ||
| 2.03 | Set the Site and Job Group "Auto Email" flag to "Enabled (All)". On the mobile device, complete a job normally, complete a job with user notes, and cancel a job. | The jobs are set to (in order) Complete, Complete (Amended) and Cancelled status. Emails are sent to the Site and Customer for all jobs. | ||
| 2.04 | Set the Site and Job Group "Auto Email" flag to "Enabled (Complete Only)". On the mobile device, complete a job normally, complete a job with user notes, and cancel a job. | The jobs are set to (in order) Complete, Complete (Amended) and Cancelled status. Emails are sent to the Site and Customer for the first 2 jobs. | ||
| 2.05 | Set the Site and Job Group "Auto Email" flag to "Enabled (Non-amended)". On the mobile device, complete a job normally, complete a job with user notes, and cancel a job. | The jobs are set to (in order) Complete, Complete (Amended) and Cancelled status. Emails are sent to the Site and Customer for the first job. | ||
| 2.06 | Set the Site "Auto Email" flag to "Enabled (Cancelled Only)". On the mobile device, complete a job normally, complete a job with user notes, and cancel a job. | |||
| 2.07 | Set the Site "Auto Email" flag to "Enabled (Not Clean)". On the mobile device, complete a job normally, complete a job with user notes, and cancel a job. | The jobs are set to (in order) Complete, Complete (Amended) and Cancelled status. Emails are sent to the Customer for the first job. Emails are sent to the Site for the last 2 jobs. |
Appendix B: Quote & Document References
| Cost Details | ||||
| Activity | Estimate No. of Days |
No. of Days | Rate per Day (£) | Cost (£ Exc. VAT) |
| Requirements | 0.00 | 0.00 | 750 | £0.00 |
| Change Request Evaluation | 0.00 | 0.00 | 750 | £0.00 |
| Functional Specification | 0.75 | 0.75 | 750 | £562.50 |
| Technical Specification | 0.00 | 0.00 | 750 | £0.00 |
| Development | 3.50 | 3.50 | 750 | £2,625.00 |
| Testing and Release | 0.25 | 0.25 | 750 | £187.50 |
| Implementation | 0.25 | 0.25 | 750 | £187.50 |
| Project Management | 0.25 | 0.25 | 750 | £187.50 |
| TOTAL | 5.00 | 5.00 | £3,750.00 | |
| Estimate excludes training, release to live and go live support. |
B.1 References
| Ref No | Document Title & ID | Version | Date |
| 1 | REQ 339867 Marshalls Premier Mortars Solution Design | 1.3 | 25/05/2017 |
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
Matt Turner | OBSL Account Manager | _____________________________ |
Simon Martin | Customer Representative | _____________________________ |
Debbie Linley | Customer Representative | _____________________________ |
