• AxpoTaskEmailImplementation

Description of Proposed Updates to Task Emails for the PSW-Limmern DrawMGT System

Version: 1 - 2011.05.19 (ah)

Ref: Prj-E-6-01-610-221-02_0001-01-v01

Introduction

This document describes the implementation of the Anpassung E-Mailbenachrichtungen described:

• Prj-E-6-01-610-221-02_0001-v01.

Email Header

The email header contains the following fields:

1. From - The email sender, set to the email address drawmgt-pswlimmern@axpo.ch. The sender name is set as follows:

   • New task or task update (include tasks that include a note): The name of the issuer

   • New note or note update: The name of the issuer of the note

2. Reply-to - The email address and name of the user in the From header field

3. Date: - The date and time when the email was sent

4. Subject - The title of the task followed by the task code.

Notes:

1. It may be better to not include the reply-to email address in the email header, because this may cause recipients to send their responses directly via email, rather than enter them in the PSW-Limmern DrawMGT system. (We have seen this happen on other projects).

Email Components

A task email is assembled from the following components:

1. The task summary
2. The most recently created or updated task note (see below)
3. A link to display the task detail page in DrawMGT
4. A list of documents attached to the task. Includes the following fields:
   • Document code - displayed as a link that opens the document's detail screen
   • View link - a link that downloads/opens the document's source file
   • Title - the document's title
5. A list of subscribers, including last name, first name and company
6. A sentence indicating that the email cam from the DrawMGT system with the Bereich and task code.
7. A footer containing the Axpo company name, address and contact information.

The order of these components will be as shown in the above list.

The presence/absence of these components is controlled by a site specific configuration (called a the task email template), which means that the presence and/or order of the items can easily be changed in the template.

The e-mail will be in HTML format.

Display of the Task Summary Text

When a new task is created or updated, the task summary text will be included in the task email.

The the system can be configured to include/suppress in the task email:

• The summary text (Axpo setting: include)

Display of Notes

When a new note is created (this includes when new task is created with a note) or an older note is updated, then the note will be included in the task email.

The the system can be configured to include/suppress in the task email:

• The date and time of the note (Axpo setting: suppress)
• The name of the user listed as the author of the note (Axpo setting: suppress)
• The note text (Axpo setting: include)
• The link to the note attachment file (Axpo setting: suppress)

Task Events that Generate Emails

The following events can cause emails to be generated:

1. New/update task - Generates emails to all subscribers
2. Add/update note - Generates emails to all subscribers
3. Add subscribers - Only generates emails to the new subscribers
4. Remove subscribers - Does not generate emails

The emails itself always includes the complete subscriber list, even though the email may only be sent to new subscribers.

The email events can be suppressed by selecting the Nein choice at the bottom of the new/update task screen.