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  1. UX Product
  2. UXPROD-1129

Manage communication of individual Purchase Order information with vendor via email

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    Details

    • Template:
      UXPROD features
    • Potential Workaround:
      As of Juniper release individual orders can be printed or saved to PDF. This information can be emailed by library staff manually to a vendor.
    • Front End Estimate:
      XL < 15 days
    • Back End Estimate:
      XL < 15 days
    • Confidence factor:
      Low
    • Estimation Notes and Assumptions:
      We are uncertain how we will implement the PDF creation and facilitate the sending of emails. This assumes that existing folio email functionality can be reused.
    • Development Team:
      Thunderjet
    • Calculated Total Rank:
      63
    • Kiwi Planning Points (DO NOT CHANGE):
      34
    • PO Rank:
      71.1
    • Rank: Chalmers (Impl Aut 2019):
      R5
    • Rank: Chicago (MVP Sum 2020):
      R4
    • Rank: Cornell (Full Sum 2021):
      R4
    • Rank: Duke (Full Sum 2021):
      R3
    • Rank: 5Colleges (Full Jul 2021):
      R4
    • Rank: FLO (MVP Sum 2020):
      R4
    • Rank: GBV (MVP Sum 2020):
      R2
    • Rank: Grand Valley (Full Sum 2021):
      R4
    • Rank: hbz (TBD):
      R2
    • Rank: Hungary (MVP End 2020):
      R1
    • Rank: Lehigh (MVP Summer 2020):
      R4
    • Rank: Leipzig (Full TBD):
      R1
    • Rank: Mainz (Full TBD):
      R1
    • Rank: MI State-Lib of MI (Sum 2021):
      R3
    • Rank: Spokane Public Library (Jan 2021):
      R2
    • Rank: TAMU (MVP Jan 2021):
      R4
    • Rank: U of AL (MVP Oct 2020):
      R2

      Description

      Purpose: Allow users to communicate order information for the purpose of sending orders via email or fax to third parties.

      Note: Many of the use cases below should be satisfied by UXPROD-2893 which give users the ability to quickly print a single order to a formatted PDF. This information could then be attached to an email. The remaining functionality below is focused on building a mechanism for managing the communication between the library and the vendor. Building email templates that include the order information and keeping track of what was sent to via email, by whom and when.

      Use cases:
      1) For the acquisition method "Purchase" generally the user is required to send order information to the vendor. When no other electronic integration exists (Eg. EDIFACT). The user will email this information with a response that will included information from the order record.
      2) User has an urgent rush order and does not want to wait for the overnight integration to trigger. The order is not actually attached as a PDF. Completed under UXPROD-2893
      3) When the automated transmission of the order was not completed successfully or sufficiently the user may need to resend. Completed under UXPROD-2893
      4) When the library needs to fax order information they can be printed from the system and faxed to a single vendor. Completed under UXPROD-2893
      5) Communication/email is based on context from the order. Users may vary information in email for rush orders vs regular orders when communicating with a certain vendor. This response may need to be printed or saved as a PDF for archiving and VERY rarely to be sent via post.

      Questions:
      1) Does this need to be automated? In current systems, the email can be automatically sent when the order is opened unless the user indicates they do not want it sent. Q for larger group: Done April 24, 2020

      • Small group has indicated that none of the institutions use this functionality - DB: Could be put off to a second phase or feature. Not being used by represented institutions (Secondary req)
      • Larger group has indicated that this isn't often used but there are institutions that use an indicator to identify what orders should be emailed when opened.
        2) Do we also need a scheduler? Queuing process? - DB: See comment on the first question
        3) Do we need the ability to customize the layout of the response? Yes, the custom PDF utility used for the patron notices would be a great tool to leverage. The functionality could possibly be expanded for this use.

      Requirements:

      • Ability to omit an order from automatically being sent moved to UXPROD-2318
      • Ability to send in one click as email
      • Ability to choose "to" email from the organization record
      • Ability to create separate Order communication template
        • Use "token" to auto populate order information from the order that is being sent.
        • Ability to save communication as PDF This has been split off into UXPROD-2893 so it can be prioritized separately
      • Ability to select template from pre-built order communication templates
      • Ability to resend message to vendor
      • Ability to see if the message was send successfully

      Secondary requirements (Possibly split feature)

      • Ability to have system automatically send these individual order emails when order is opened (Phase 2. See response to q1 above)

      Approach:

      • Add send message button to action menu
      • Display modal with send configuration options
      • Capture a log of sent messages

      UX Designs: https://drive.google.com/file/d/1Y9fDV6oZLTZd3xJHbACscmSz-eXVkyHB/view?usp=sharing

      Grooming:
      Session1
      Session2

        TestRail: Results

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                Assignee:
                dennisbridges Dennis Bridges
                Reporter:
                dennisbridges Dennis Bridges
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                  Dates

                  Created:
                  Updated:

                    TestRail: Runs

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