Automate CC Email to Site & Sub in AMANDA (On PROD) #1877

atdservicebot · 2020-03-03T03:39:37Z

As the Site & Subdivision group of DSD, I need a copy of certain EX permits emailed to my resource account when they are issued. I am currently manually emailing copies of certain EX permits to the Site & Subdivision group of DSD. I'd like the system to take over this function.

Stakeholders: Kim, Paloma
DTS Manager: Nate

Acceptance Criteria:

On DS & EX folders (all subtypes)
Upon folder issuance, the system emails a copy of the permit to sitesubpermits@austintexas.gov
- This happens without user interaction
This feature works when a user issues the permit, and when the permit is issued automatically as part of the post payment procedure.

Older Info:

Description: 2/28/18 - Maria Becker should be copied on all EX permits except AWU. This may be updated to include DS permits.
8/3/18 Update - SSI has a group email account now. Send the permits to that email address instead of Maria.
Request Date: 2018-11-29 16:36:00
Request ID: DTS18-103020
DTS URL: https://atd.knack.com/dts#service-requests/view-issue-details/5c0069f1efe6294ca5e476c6

Migrated from atd-amanda #34

amenity · 2020-03-17T21:14:24Z

Had asked for this a long time ago and then thought it was going to be part of post payment work since the work made it more onerous; not sure if it will be resolved or needs to stay its own issue.

Paloma has told DSD that she thinks the smarter way for DSD to get this data would be through a Crystal report, but the DSD Site and Subdivision unit explained that they don't have any IT support.

amenity · 2020-03-17T21:16:26Z

@SurbhiBakshi - please see if Teri P can maybe look into this. Seems like it should be straightforward.

amenity · 2020-03-17T22:01:44Z

Goes with #1520

amenity · 2020-04-20T15:51:33Z

Would want to check with DSD to create a generic account to receive this information; Maria might be in a different role.

amenity · 2020-04-20T15:53:18Z

ROW analyst has to manually send these emails.

TracyLinder · 2020-06-03T22:31:33Z

@Nadin-Nader I'm adding this one to your plate. Can you work w/ stakeholders during sprint 26 to define acceptance criteria please?

It should be rather simple; what is the email address these should be sent to, should it be a batch job etc..

Thank You!

TracyLinder · 2020-06-03T22:32:04Z

I just updated the issue description with the most current user stories. Acceptance criteria is TBD.

Nadin-Nader · 2020-06-09T18:41:19Z

Hi Paloma/Kim,

Hope you two are doing well and staying safe. I was reaching out regarding the request to Automate the CC email to Site & Sub (#1877); to see if we could set up a meeting this week to go over and define the acceptance criteria for this request.

As of right now I have tomorrow 6/10/2020 1-2pm or 3-4pm and Thursday 6/9/2020 from 9am to 1pm available. Please let me know a good time that works for both of you and I will set up the meeting.

Respectfully,

Nadin A. Nader
IT Business Systems Analyst
Data and Technology Services
Austin Transportation Department

Nadin-Nader · 2020-06-09T21:26:49Z

From: Amayo-Ryan, Paloma Paloma.Amayo-Ryan@austintexas.gov
Sent: Tuesday, June 9, 2020 3:02 PM
To: Nader, Nadin Nadin.Nader@austintexas.gov; Perez, Kimberly Kimberly.Perez@austintexas.gov
Cc: Linder, Tracy Tracy.Linder@austintexas.gov
Subject: RE: Automate CC Email to Site & Sub (#1877)

Hey Nate!

I can do Thursday from 10-11 or 12-1. It looks like Kim would be available at those times as well.

Thanks!

Nadin-Nader · 2020-06-09T21:27:05Z

@TracyLinder meeting scheduled for Thursday 6/11/2020 from 10am-11am

From: Nader, Nadin
Sent: Tuesday, June 9, 2020 4:27 PM
To: Amayo-Ryan, Paloma Paloma.Amayo-Ryan@austintexas.gov; Perez, Kimberly Kimberly.Perez@austintexas.gov
Cc: Linder, Tracy Tracy.Linder@austintexas.gov
Subject: RE: Automate CC Email to Site & Sub (#1877)

Thank you for the fast response. I have set the meeting for Thursday 6/11/2020 from 10am-11am

Respectfully,

Nadin A. Nader
IT Business Systems Analyst
Data and Technology Services
Austin Transportation Department

TracyLinder · 2020-06-17T16:17:36Z

@Nadin-Nader can you please update this w/ your meeting notes?

SubhaShroff · 2021-04-16T20:49:08Z

@Nadin-Nader

What information(fields) should the email contain?
Is it going to be in the form of Report sent as attachment or any other format it should be sent in?
This ticket needs changes on Back Office & Portal related procedure. Since, Portal changes to be kept on hold for a while, can we split this ticket into two - one for BO and another for Portal? Until Portal changes are allowed, I can work on required BO changes.

SubhaShroff · 2021-04-21T13:51:45Z

Status: In ROW Permitting Meeting yesterday(4/20/2021), Paloma confirmed on the following:
What information(fields) should the email contain? Is it going to be in the form of Report sent as attachment or any other format it should be sent in?
ANSWER: It is going to be in the PDF report same as existing ones for EX, RW that are sent to the permits' Applicants/ROW Contractors, upon payment(If 'Activate upon Payment' info is selected yes).

So, currently, I am working on Back Office coding for EX & DS.

I am still waiting - to split the ticket for BO & Portal, if that is considerable.

Nadin-Nader · 2021-04-21T13:53:14Z

@SubhaShroff i have split the card and added the portal portion as a dependent to this one. Its card #5875

SubhaShroff · 2021-04-27T15:35:09Z

@TracyLinder @Nadin-Nader I have submitted DEV deployment request for the commits(31ba61605949, 11848497a84c) - SCTASK0133843
Dated - 4/27/2021

SubhaShroff · 2021-04-28T13:59:43Z

Status: Just checked, the commits are deployed in DEV. I need to test and update.

SubhaShroff · 2021-04-28T21:10:56Z

@Nadin-Nader @TracyLinder I tested on DEV Amanda Back Office. Following permits are tested by clicking Issue/Approve button.
11900422(DS),
11900386, 11900385( EX)
We need to check in sitesubpermits@austintexas.gov email account for these permits emails.

Nadin-Nader · 2021-04-29T16:43:12Z

@SubhaShroff I spoke to Mariya Becker and she only found one of the emails sent to sitesubpermits@austintexas.gov. The one that was found was for the DS folder (11900422(DS)). i attached the permit
https://app.zenhub.com/files/140626918/eb1a33e6-23be-44ed-b0f5-d91ecbe771e8/download

SubhaShroff · 2021-05-04T19:07:57Z

@Nadin-Nader I tested another set of permits today on DEV. I checked the batch jobs to send the emails to sitesubpermits@austintexas.gov, it all looks good and completed, successfully. So, the emails must be sent this time.

11777772 EX
11895603 EX austin energy
11900880 DS COM driveway - demo

Please check with Mariya Becker.

Nadin-Nader · 2021-05-07T14:20:17Z

@SubhaShroff spoke to Mariya and she sent me the emails that she received from 11777772 EX, 11895603 EX Austin energy, 11900880 DS COM driveway.

She only received 11900880, DS COM driveway, 11777772 EX but did NOT get anything for 11895603 E Austin Energy. Below are the automated messages from the emails and the PDFS are attached:

-----Original Message-----
From: noreply@cityofaustin.org [mailto:noreply@cityofaustin.org]
Sent: Tuesday, May 4, 2021 11:37 AM
To: DSD Site Sub Permits MB SiteSubPermits@austintexas.gov
Subject: [Subtype], [PermitNumber] Permit Approved and Attached

*** External Email - Exercise Caution ***

This permit has been issued and is attached to this email.
Please contact the permit staff you've been working with if you have any questions about your permit.
CAUTION: This email was received at the City of Austin, from an EXTERNAL source. Please use caution when clicking links or opening attachments. If you believe this to be a malicious and/or phishing email, please forward this email to cybersecurity@austintexas.gov.

https://app.zenhub.com/files/140626918/e54333ed-e866-4d51-a9f7-3a183e172724/download

https://app.zenhub.com/files/140626918/44f5ad0e-b211-4335-8fc0-5ad6c655f99a/download

SubhaShroff · 2021-05-07T19:00:14Z

@Nadin-Nader SCTASK0136261 is submitted for TEST deployment.

SubhaShroff · 2021-05-10T15:58:14Z

@Nadin-Nader TEST deployment is done and I tested for it on TEST instance AMANDA, for the following permits. For each following permit, I checked the batch job instance(to send email to SiteSubPermits@austintexas.gov)and those were all successfully completed.

12657567 EX- Austin Energy (AE)
12640803 EX- Austin Transportation (ATD)
12657632 EX- Project Connect

12655480 DS - Com. Curb, Gutter
12451793 DS - Com. Driveway & Sidewalk
12651354 DS - Res. Driveway, Sidewalk, Curb, Gutter

Please check with Mariya Becker, if she received emails on SiteSubPermits@austintexas.gov for the listed permits.
5/10/2021

Nadin-Nader · 2021-05-11T19:51:17Z

Sent an message to Mariya Becker to look for the emails for the folder numbers below:
12657567 EX- Austin Energy (AE)
12640803 EX- Austin Transportation (ATD)
12657632 EX- Project Connect

12655480 DS - Com. Curb, Gutter
12451793 DS - Com. Driveway & Sidewalk
12651354 DS - Res. Driveway, Sidewalk, Curb, Gutter

Status:

Waiting on Mariya Becker to check the inbox for the emails from AMANDA

Nadin-Nader · 2021-05-12T14:44:23Z

Reached out to AnnMary Becker (dont know if shes related to Mariya Becker) asking her to heck the inbox for the emails. Waiting on her response in order to start work on the portal side

Nadin-Nader · 2021-05-12T15:30:32Z

@SubhaShroff all of the 6 emails were found in the inbox Per AnnMary Becker. The UAT was successful. Now we can work on #5875. Once the portal side is done, this one can get promoted.

Next Steps:

Needs the portal side worked on, #5875 then UAT

SubhaShroff · 2021-05-18T21:01:11Z

Status:

Waiting on #5875 to be completed. #5875 yet to be deployed in TEST.

SubhaShroff · 2021-05-26T13:50:28Z

Status:

Waiting on #5875 to be completed.

SubhaShroff · 2021-06-11T13:40:53Z

Status:

Waiting on #5875 to be completed.

SubhaShroff · 2021-06-22T21:08:17Z

Status:

Waiting for reply from AnnBecker for #5875.

SubhaShroff · 2021-07-02T20:32:30Z

@Nadin-Nader Since #5875 is approved for PROD, I submitted the PROD promotion request for both - SCTASK0149358( 31ba61605949, 11848497a84c)

SubhaShroff · 2021-07-06T14:02:44Z

Status:

PROD Deployment is done for both #1877 and #5875.

Nadin-Nader · 2021-07-08T21:46:07Z

Sent email to Kim and Paloma letting them know this is on PROD. I also asked them to let me know if i can close the cards tomorrow or early next week. See email below:

Hi Ladies,

Hope you are both doing well. I wanted to let you know that the changes to cards 1877 and 5875, Automate CC Email to Site & Sub in AMANDA, Are now in PROD. Well they have been for a few days now. Please let me know how things are going with this and if I should close it tomorrow or early next week.

Respectfully,

Nadin A. Nader (He/Him/His)
IT Business Systems Analyst
Data and Technology Services

SubhaShroff · 2021-07-20T20:38:01Z

Status:

Waiting for stakeholder feedback to Close.

Nadin-Nader · 2021-07-26T21:28:42Z

Per Paloma, this can be closed along with 5875

atdservicebot added migrated Product: AMANDA AMANDA Case & Permit Management Enterprise System Service: Apps Application support Type: Enhancement Request for an improvement to existing functionality in an application Workgroup: ROW Right of Way Management labels Mar 3, 2020

atdservicebot assigned TracyLinder Mar 3, 2020

atdservicebot mentioned this issue Mar 3, 2020

Automate CC Email to Site & Sub cityofaustin/atd-amanda#34

Closed

johnclary removed the migrated label Mar 9, 2020

amenity assigned SurbhiBakshi Mar 17, 2020

amenity mentioned this issue Mar 17, 2020

Maximo / AMANDA Data Integration #1520

Closed

amenity added the Type: Reports Request for reporting label Apr 20, 2020

amenity unassigned SurbhiBakshi Apr 20, 2020

amenity added the Need: 2-Should Have May be painful to leave out, but the solution is still viable label Apr 20, 2020

TracyLinder removed the Project: ATD AMANDA Backlog label May 12, 2020

TracyLinder added the Provider: LaunchIT This issue is being managed or delivered by LaunchIT label Jun 3, 2020

TracyLinder added this to the Sprint 26 milestone Jun 3, 2020

TracyLinder assigned Nadin-Nader and unassigned TracyLinder Jun 3, 2020

Nadin-Nader changed the title ~~Automate CC Email to Site & Sub (NN)~~ Automate CC Email to Site & Sub in AMANDA and Portal (NN) Apr 21, 2021

Nadin-Nader changed the title ~~Automate CC Email to Site & Sub in AMANDA and Portal (NN)~~ Automate CC Email to Site & Sub in AMANDA (NN) Apr 21, 2021

Nadin-Nader added the Status: Awaiting Response Issues pending a response to a request from DTS staff, usually for more info. label May 11, 2021

Nadin-Nader removed the Status: Awaiting Response Issues pending a response to a request from DTS staff, usually for more info. label May 14, 2021

SubhaShroff mentioned this issue Jul 6, 2021

Automate CC Email to Site & Sub in AMANDA (Portal Changes) (On PROD) #5875

Closed

Nadin-Nader changed the title ~~Automate CC Email to Site & Sub in AMANDA (NN)~~ Automate CC Email to Site & Sub in AMANDA (On PROD) Jul 8, 2021

Nadin-Nader closed this as completed Jul 26, 2021

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Automate CC Email to Site & Sub in AMANDA (On PROD) #1877

Automate CC Email to Site & Sub in AMANDA (On PROD) #1877

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Automate CC Email to Site & Sub in AMANDA (On PROD) #1877

Automate CC Email to Site & Sub in AMANDA (On PROD) #1877

Comments

atdservicebot commented Mar 3, 2020 • edited by TracyLinder Loading

As the Site & Subdivision group of DSD, I need a copy of certain EX permits emailed to my resource account when they are issued. I am currently manually emailing copies of certain EX permits to the Site & Subdivision group of DSD. I'd like the system to take over this function.

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**Needs the portal side worked on, #5875 then UAT **

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Needs the portal side worked on, #5875 then UAT