PBI Email Notification V2 - Revision history

Jspenceratty: /* Change List */

2018-10-11T14:49:41Z

Change List

← Older revision		Revision as of 14:49, 11 October 2018
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	08-17-2017 – Modification of requirements for self-hosted systems, removing the SMTP relay server system; updated information with the new update portion of the system.		08-17-2017 – Modification of requirements for self-hosted systems, removing the SMTP relay server system; updated information with the new update portion of the system.

	08-08-2017 – Documentation for new Version 2 started; added information about disabling the email case notice feature.		08-08-2017 – Documentation for new Version 2 started; added information about disabling the email case notice feature.

Jspenceratty: /* Requirements */

2017-12-21T19:29:29Z

Requirements

← Older revision		Revision as of 19:29, 21 December 2017
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	==Requirements==		==Requirements==
	The PBI Email Notice System works in tandem with and as a subpart of the hosted version of Prime 16 and the PBI Web Portal. Because it is built for the hosted version of Prime 16 system, it utilizes many features only available within Venture Technologies. These features include the automated nature of the system as well as maintenance, management, monitoring, and failure notification. In the hosted environment, all requirements are met by the Venture system. Outside of the options available within the Prime frontend, the system is NOT modifiable by the organization. Modifications to its operation must be provided by KCW staff.		The PBI Email Notice System works in tandem with and as a subpart of the hosted version of Prime 16 and the PBI Web Portal. Because it is built for the hosted version of Prime 16 system, it utilizes many features only available within Venture Technologies. These features include the automated nature of the system as well as maintenance, management, monitoring, and failure notification. In the hosted environment, all requirements are met by the Venture system (with the exception of email requirements). Email notification takes place using your organization’s email system. An appropriate SMTP email server, together with an account that can be used to send email, is required to provide that feature. Outside of the options available within the Prime frontend, the system is NOT modifiable by the organization. Modifications to its operation must be provided by KCW staff.

	Organizations wanting to host this system outside of Venture will be responsible for setup and automation of this system. Again, outside of the options available within the Prime frontend, the system is NOT modifiable by the organization. Modifications to its operation must be provided by KCW staff. In a self-hosted environment, in addition to the requirements of Prime 16 and the PBI Web Portal, the following additional requirements must be met:		Organizations wanting to host this system outside of Venture will be responsible for setup and automation of this system. Again, outside of the options available within the Prime frontend, the system is NOT modifiable by the organization. Modifications to its operation must be provided by KCW staff. In a self-hosted environment, in addition to the requirements of Prime 16 and the PBI Web Portal, the following additional requirements must be met:
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	o ASP		o ASP
	o .NET 4 properly installed and registered		o .NET 4 properly installed and registered
			Email notification takes place using your organization’s email system. An appropriate SMTP email server, together with an account that can be used to send email, is required to provide that feature.
	A few additional hours of installation are required to reconfigure the system to work outside of Venture. These modifications will be made before the system is provided to your organization.		A few additional hours of installation are required to reconfigure the system to work outside of Venture. These modifications will be made before the system is provided to your organization.


	==Change List==		==Change List==

	08-17-2017 – Modification of requirements for self-hosted systems, removing the SMTP relay server system; updated information with the new update portion of the system.		08-17-2017 – Modification of requirements for self-hosted systems, removing the SMTP relay server system; updated information with the new update portion of the system.
	08-08-2017 – Documentation for new Version 2 started; added information about disabling the email case notice feature.		08-08-2017 – Documentation for new Version 2 started; added information about disabling the email case notice feature.

Jspenceratty: /* Emails */

2017-12-19T21:21:59Z

Emails

← Older revision		Revision as of 21:21, 19 December 2017
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	Waiting Cases Emails sent to attorneys look like this:		Waiting Cases Emails sent to attorneys look like this:

			[[File:PBINoticeV2image021.png\|400px]]

	An attorney receiving this email can click on the “Click here” links in the email and (if they are logged on to the PBI Web Portal) be taken straight to the case review to accept the case. If they are not logged on to the PBI Web Portal, they are taken to the logon page, and then to the case review.		An attorney receiving this email can click on the “Click here” links in the email and (if they are logged on to the PBI Web Portal) be taken straight to the case review to accept the case. If they are not logged on to the PBI Web Portal, they are taken to the logon page, and then to the case review.
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	Case Update Emails look like this:		Case Update Emails look like this:

			[[File:PBINoticeV2image023.png\|400px]]

	Again, the attorney may click on the case number link to proceed to the PBI Web Portal to make a new case note entry, time entry, or compensated entry to update the case.		Again, the attorney may click on the case number link to proceed to the PBI Web Portal to make a new case note entry, time entry, or compensated entry to update the case.

Jspenceratty: /* Update Notice Settings */

2017-12-19T21:20:57Z

Update Notice Settings

← Older revision		Revision as of 21:20, 19 December 2017
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	Finally, the system tracks the last time update emails were sent and shows that date. You can choose the number of weeks to wait between email updates.		Finally, the system tracks the last time update emails were sent and shows that date. You can choose the number of weeks to wait between email updates.

			[[File:PBINoticeV2image015.png\|400px]]

	Update Notice Test		Update Notice Test
	Set the update notice system to run in test mode by selecting the checkbox. When selected, only an email that would go to the test lawyer email address will be sent. Again, the case and attorney settings must be such that the email would otherwise normally be generated (e.g., the case has not had updates for a period of time). The web address is what is used to trigger a test of the system and to run immediately, instead of waiting for the normal daily trigger from within Venture. Click the “Trigger Reminder” to run the test immediately.		Set the update notice system to run in test mode by selecting the checkbox. When selected, only an email that would go to the test lawyer email address will be sent. Again, the case and attorney settings must be such that the email would otherwise normally be generated (e.g., the case has not had updates for a period of time). The web address is what is used to trigger a test of the system and to run immediately, instead of waiting for the normal daily trigger from within Venture. Click the “Trigger Reminder” to run the test immediately.

			[[File:PBINoticeV2image017.png\|400px]]

	Finally, set the text to show up within the email. You can determine how much of the client name to show in the email by putting numbers in the corresponding boxes.		Finally, set the text to show up within the email. You can determine how much of the client name to show in the email by putting numbers in the corresponding boxes.
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	Remember that an attorney should only receive one email with a list of cases that fit within the first reminder group, another list of cases within the second reminder group, and a third list of cases within the third reminder group. Emails are sent in HTML format, so feel free to use HTML codes to format the email (e.g., <br /> for hard returns, <b></b> for bolding, etc.)		Remember that an attorney should only receive one email with a list of cases that fit within the first reminder group, another list of cases within the second reminder group, and a third list of cases within the third reminder group. Emails are sent in HTML format, so feel free to use HTML codes to format the email (e.g., <br /> for hard returns, <b></b> for bolding, etc.)

			[[File:PBINoticeV2image019.png\|400px]]




	==Waiting Cases Email Processing==		==Waiting Cases Email Processing==
	When hosted by Venture, the PBI Web Portal begins the automated process of sending out emails. Once each day, the system looks to see if there are waiting cases (case type = “W”) that are not closed. If there are, the system attempts to match their subject and problem location with an attorney whose subject and county selections match. The attorney’s email address is checked to make sure it is a valid email address. If it is not a valid email address, an email notifying staff of that error is sent.		When hosted by Venture, the PBI Web Portal begins the automated process of sending out emails. Once each day, the system looks to see if there are waiting cases (case type = “W”) that are not closed. If there are, the system attempts to match their subject and problem location with an attorney whose subject and county selections match. The attorney’s email address is checked to make sure it is a valid email address. If it is not a valid email address, an email notifying staff of that error is sent.

Jspenceratty: /* PBI Email Notice System Setup */

2017-12-19T21:19:23Z

PBI Email Notice System Setup

← Older revision		Revision as of 21:19, 19 December 2017
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	The PBI Email Notice System has a separate set of settings. These include the information about the PBI portal location and name:		The PBI Email Notice System has a separate set of settings. These include the information about the PBI portal location and name:

			[[File:PBINoticeV2image005.png\|400px]]

	The base address should point to the plain web address that users use outside the organization. So, if you would tell them to go to “https://pbiportal.organization.org”, that’s the address that should be entered here. The name of the portal should include your organization’s name and “PBI Email Notice Portal”, or something like that. This information is used to send notifications of problems in the system. This immediately informs you which system has experienced a problem.		The base address should point to the plain web address that users use outside the organization. So, if you would tell them to go to “https://pbiportal.organization.org”, that’s the address that should be entered here. The name of the portal should include your organization’s name and “PBI Email Notice Portal”, or something like that. This information is used to send notifications of problems in the system. This immediately informs you which system has experienced a problem.
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	You can disable the case email feature by checking the “Disable the Email Case Notices” checkbox. This disables the normal emails to attorneys as well as the test system. No emails will be sent out. You have the ability to put the system into test/development mode:		You can disable the case email feature by checking the “Disable the Email Case Notices” checkbox. This disables the normal emails to attorneys as well as the test system. No emails will be sent out. You have the ability to put the system into test/development mode:

			[[File:PBINoticeV2image007.png\|400px]]

	When checked, the system will only send email to the test lawyer email address shown. That means the attorney in the system with that email address (hopefully a test lawyer account) must meet all the requirements to be sent an email:		When checked, the system will only send email to the test lawyer email address shown. That means the attorney in the system with that email address (hopefully a test lawyer account) must meet all the requirements to be sent an email:
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	Test emails (either standard/digest or case specific/out-of-band) may be sent:		Test emails (either standard/digest or case specific/out-of-band) may be sent:

			[[File:PBINoticeV2image009.png\|400px]]

	The web addresses allow the front end to trigger the automated system. For a case-specific email, you must enter a valid case number. Again, that case must fit the appropriate requirements: waiting case type, open, etc. Test emails are only sent to the test email address.		The web addresses allow the front end to trigger the automated system. For a case-specific email, you must enter a valid case number. Again, that case must fit the appropriate requirements: waiting case type, open, etc. Test emails are only sent to the test email address.
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	You can change the wording used in the digest email:		You can change the wording used in the digest email:

			[[File:PBINoticeV2image011.png\|400px]]

	The standard email setup is shown, starting with the email subject. Items that are not changeable are shown in square brackets. Emails are sent in HTML format and should include appropriate HTML formatting marks (e.g., <p>).		The standard email setup is shown, starting with the email subject. Items that are not changeable are shown in square brackets. Emails are sent in HTML format and should include appropriate HTML formatting marks (e.g., <p>).
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	You can change the wording used in the out-of-band emails:		You can change the wording used in the out-of-band emails:

			[[File:PBINoticeV2image013.png\|400px]]

	The standard email message setup is shown, starting with the email subject. Items that are not changeable are shown in square brackets. Emails are sent in HTML format and should include appropriate HTML formatting marks (e.g., <p>).		The standard email message setup is shown, starting with the email subject. Items that are not changeable are shown in square brackets. Emails are sent in HTML format and should include appropriate HTML formatting marks (e.g., <p>).

Jspenceratty: /* PBI Web Portal Setup */

2017-12-19T21:15:08Z

PBI Web Portal Setup

← Older revision		Revision as of 21:15, 19 December 2017
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	The system works with the PBI Web Portal. That portal must have the appropriate settings made, especially with regard to the email facility used to send notification emails:		The system works with the PBI Web Portal. That portal must have the appropriate settings made, especially with regard to the email facility used to send notification emails:

			[[File:PBINoticeV2image003.png\|400px]]

	The email settings here are used to send email to PBI lawyers as well as send notification to staff in the event of a problem. These settings must be correct and working for the system to be able to send email.		The email settings here are used to send email to PBI lawyers as well as send notification to staff in the event of a problem. These settings must be correct and working for the system to be able to send email.

Jspenceratty at 21:13, 19 December 2017

2017-12-19T21:13:29Z

Show changes

Jspenceratty: Jspenceratty moved page PBI Email Notice System V2 to PBI Email Notification V2

2017-12-19T21:09:25Z

Jspenceratty moved page PBI Email Notice System V2 to PBI Email Notification V2

← Older revision	Revision as of 21:09, 19 December 2017
(No difference)

Kempscas: Created page with "File:PBI Email Notice System V2.pdf"

2017-08-24T20:57:46Z

Created page with "File:PBI Email Notice System V2.pdf"

New page

[[File:PBI Email Notice System V2.pdf]]