Features and fixes for email notification that ingest is complete

Project:RUcore Notification System
Version:7.6.1
Component:Code
Category:bug report
Priority:critical
Assigned:ananthan
Status:closed
Description

When sending the email to a user who has used Faculty (i.e., Scholarly) Deposit that ingest is complete, send a copy (bcc) to the RUcore Collection Manager:
<a href="mailto:rmarker@rutgers.edu">rmarker@rutgers.edu</a>

This is related to the closed issue: <a href="http://software.libraries.rutgers.edu/node/2370" title="http://software.libraries.rutgers.edu/node/2370">http://software.libraries.rutgers.edu/node/2370</a>

Comments

#1

Better email:
<a href="mailto:rucore_mgr@rulmail.rutgers.edu">rucore_mgr@rulmail.rutgers.edu</a>

Thanks!

#2

Version:7.6» 7.5
Category:feature request» bug report
Priority:normal» critical

This automated notification did not go to the faculty author, but was sent only to <a href="mailto:rmarker@rutgers.edu">rmarker@rutgers.edu</a>. The message looks like this:

From: "\"Rutgers Community Repository\"" <"Rutgers Community Repository"@rep-prod.rutgers.edu>
To: <a href="mailto:rmarker@rutgers.edu">rmarker@rutgers.edu</a>, <a href="mailto:rmarker@rutgers.edu">rmarker@rutgers.edu</a>
Sent: Tuesday, December 16, 2014 12:31:12 PM
Subject: Your article is now available in RUcore: Pragmatic Case Studies as a Source of Unity in Applied Psychology

Dear Author: Your article, Pragmatic Case Studies as a Source of Unity in Applied Psychology has been added to RUcore. The persistent URL for this work is <a href="http://dx.doi.org/doi:10.7282/T3JS9RGS" title="http://dx.doi.org/doi:10.7282/T3JS9RGS">http://dx.doi.org/doi:10.7282/T3JS9RGS</a>. You can access this work immediately via that link. Within six hours the work will be discoverable in RUcore. Your work will also be indexed and searchable in standard Internet search engines, including Google. Please contact us with any questions you may have. Rhonda Marker RUcore Repository Collections Manager <a href="mailto:fac-deposit-manager@rulmail.rutgers.edu">fac-deposit-manager@rulmail.rutgers.edu</a>

#3

The reason the notification was sent to me, and not to the first person who uploaded files, is because I had occasion to upload a file while working on the record in the WMS. This often happens, and for good reasons, for example if the author chooses the incorrect article version, I change it in the metadata and generate a new cover sheet. Whenever I receive a notification, I always forward it to the author.

I believe the notification is being sent to the most recent DigiProv "Upload file" Depositing Author, and not the earliest (lowest number).

The actual issue that was originally reported is that when notifications are sent to the author, they are not sent to the repository manager and I would like to receive those notifications. That issue is feature request, and it is not a critical priority.

#4

Version:7.5» 7.6

#5

Given Rhonda's comment, I would ask that the notification be sent to the earliest (lowest number) DigiProv "Upload file" Depositing Author, and not the most recent Depositing Author. Otherwise, the result is not an automated notification; the Repository Manager has to manually forward the email.

Also note the email doesn't seem to retain its format (line breaks) when forwarded. I assume it looked right when it was initially received?

#6

Title:Send copy of notification that ingest is complete to RUcore Collection Manager» Features and fixes for email notification that ingest is complete

I have changed the name of this issue. Formerly, it was:
Send copy of notification that ingest is complete to RUcore Collection Manager

I have changed it because there are several items that are now being included and I want to be clear about what changes we want. It's my attempt for clarity and fairness to the developers.

1. The original request was to copy me on the email sent that ingest is complete. I sometimes receive such emails, and they go to me personally: <a href="mailto:rmarker@rutgers.edu">rmarker@rutgers.edu</a>

2. It would be better if the email copy (Cc:) was sent to a list instead of to me personally. The preferred list is:
<a href="mailto:fac-deposit-manager@rulmail.rutgers.edu">fac-deposit-manager@rulmail.rutgers.edu</a>

3. Sometimes a scholar deposit is ingested and I do not receive any email. An example of this occurred this afternoon with <a href="http://dx.doi.org/doi:10.7282/T3TH8PCZ" title="http://dx.doi.org/doi:10.7282/T3TH8PCZ">http://dx.doi.org/doi:10.7282/T3TH8PCZ</a>, a.k.a. rutgers-lib:45843

4. Choose the email address of the first (earliest date, lowest number digiProv record) digiProvEvent=Upload file.

5. Finally, please change the signature at the bottom of the email. Jane's name will appear there, not Rhonda's:
Jane Otto
Scholarly Open Access Repository Librarian
<a href="mailto:fac-deposit-manager@rulmail.rutgers.edu">fac-deposit-manager@rulmail.rutgers.edu</a>

#7

Assigned to:jgeng» rmarker

Rhonda,

Jane asked to change the email address from <a href="mailto:fac-deposit-manager@rulmail.rutgers.edu">fac-deposit-manager@rulmail.rutgers.edu</a> to <a href="mailto:soar@rutgers.edu">soar@rutgers.edu</a> for item 5.

Is that apply to number 2 as well?
Jie

#8

I just wanted to clarify that I did nothing to make sure this address is available (not sure how I would do that). I assume someone would clear the address before changing code, but thought I'd better make sure!!

#9

Can someone explain to me what <a href="mailto:soar@rutgers.edu">soar@rutgers.edu</a> is? Is this a distribution list? An email address? If so, who are the recipients? As far as I know, IIS did not create this email address/distribution list.

#10

This is just to give a more descriptive, shorter name to the current 'fac-deposit-manager@rulmail.rutgers.edu.' It appears under (soon to be my) signature on notification emails. Current recipients, as I understand it, are Ananthan, Marker, Otto, Konin. The recipients would not change, only the email address.

#11

Assigned to:rmarker» jjotto

Jane,

Have you registered the email address <a href="mailto:soar@rutgers.edu">soar@rutgers.edu</a> somewhere? We(developers) don't administrate/register email addresses, we only configure software to use them.

Best,
Chad

#12

I've now consulted with Kalaivani and Tracey. Please use the address <a href="mailto:soar@rulmail.rutgers.edu">soar@rulmail.rutgers.edu</a>. Tracey has already set it up with the correct recipients, and she has left the other email in place so it should be a seamless transition. Apologies for the disconnect.

#13

Status:active» test

ready for 7.6 test.

#14

Comments 2, 3, and 5 have not been addressed. This is the scenario:

1. Author A deposits an article
2. Author A realizes he has sent the wrong version and emails the correct version to repository librarian/manager
3. In WMS, Repository librarian/manager removes the incorrect version, uploads the new version, and ingests the file

(According to comment #3 above, the system now thinks the Repository librarian/manager is the depositing author, because of data in the digiprov.)

4. Repository librarian/manager receives an email with salutation intended for Author A, saying the author's article has been submitted to RUcore. The address on the TO: line is <a href="mailto:jjotto@rutgers.edu">jjotto@rutgers.edu</a>, the personal email address of the repository librarian. (see below). Author A does not receive any email at all. (Laura and I tested this.)

INSTEAD, Author A should receive this email, and the cc: line should be <a href="mailto:soar@rulmail.rutgers.edu">soar@rulmail.rutgers.edu</a>. Because the Repository librarian and manager are members of this group email, they will receive a copy.

From : "Rutgers Community Repository" <"Rutgers Community Repository"@rep-devel.rutgers.edu>
Subject : Your article is now available in RUcore: test of notifications
To : <a href="mailto:jjotto@rutgers.edu">jjotto@rutgers.edu</a>, <a href="mailto:jjotto@rutgers.edu">jjotto@rutgers.edu</a>
Mon, May 11, 2015 02:46 PM
Dear Author:
Your article, test of notifications has been added to RUcore. The persistent URL for this work is <a href="http://dx.doi.org/doi:10.5072/FK2PG1M63K" title="http://dx.doi.org/doi:10.5072/FK2PG1M63K">http://dx.doi.org/doi:10.5072/FK2PG1M63K</a>. You can access this work immediately via that link. Within six hours the work will be discoverable in RUcore. Your work will also be indexed and searchable in standard Internet search engines, including Google. Please contact us with any questions you may have.

Jane Otto
Scholarly Open Access Repository Librarian
<a href="mailto:soar@rulmail.rutgers.edu">soar@rulmail.rutgers.edu</a>

#15

Assigned to:jjotto» jgeng
Status:test» active

#16

Assigned to:jgeng» yuyang

Yang,

Please change the digprov term when Repository librarian/manager uploads and ingests the object for Author A.

Thanks,
Jie

#17

Assigned to:yuyang» jgeng
Status:active» test

Jie, test for yourself. If OK, assign Jane to test. -YY

#18

Assigned to:jgeng» jjotto

fixed, please test. Yang changed role for Repository librarian/manager to "Super user" now.

#19

Not hard-coded "Super user", but whatever role you have in WMS. -YY

#20

Assigned to:jjotto» jgeng
Status:test» active

Comments 2, 3, and 5 have not been addressed. This is the scenario:

1. Author A deposits an article
2. Author A realizes he has sent the wrong version and emails the correct version to repository librarian/manager
3. In WMS, Repository librarian/manager removes the incorrect version, uploads the new version, and ingests the file

(According to comment #3 above, the system now thinks the Repository librarian/manager is the depositing author, because of data in the digiprov.)

NOW NOBODY IS RECEIVING NOTIFICATION.

#21

Assigned to:jgeng» jjotto
Status:active» test

(bcc) to: <a href="mailto:soar@rulmail.rutgers.edu">soar@rulmail.rutgers.edu</a> has been added when sending the email to a user who has used Faculty (i.e., Scholarly) Deposit that ingest is complete,

#22

Assigned to:jjotto» jgeng
Status:test» active

The email is only going to the depositing author, and no bcc: is going to the <a href="mailto:soar@rulmail.rutgers.edu">soar@rulmail.rutgers.edu</a>.

#23

The wrong email is being sent. The "fd" email that an item has been deposited has always been sent to the "soar" email. When an object has been ingested, the email that is sent to the author, "Your article is now available in RUcore: (title)" should ALSO be sent (bcc:) to the same "soar" email, in addition to being sent to the depositing author.

Now I am getting two copies of the email "(name) has submitted an article metadata for collection: ..."

#24

Assigned to:jgeng» rmarker
Status:active» test

Comment #22, Now I have changed to CC to <a href="mailto:soar@rulmail.rutgers.edu">soar@rulmail.rutgers.edu</a>. If use bcc the author will not see it in the email header.

Comment #23, You are getting two copies of the email because you are collection manager. I can remove this if you don't want to receive it from FD system.

#25

Assigned to:rmarker» jgeng

I don't mind getting copies of the "fd" emails -- no need to make any changes there.
Now I am seeing the "added to RUcore" emails. I think we prefer that they remain in the "bcc" instead of "cc". This is mainly to alert all of us that those titles have been processed.

#26

Assigned to:jgeng» rmarker

Done, changed back to bcc.

#27

Assigned to:rmarker» jgeng
Status:test» active

I have ingested two "scholar deposit" articles in the test system, and received no notification at all. One of them was originated by the developer ("Test on genre"). soar@rulmail should be getting the email "Your article is now available in RUcore: ((title))" in bcc:

#28

Assigned to:jgeng» rmarker
Status:active» test

fixed, please test.

#29

Assigned to:rmarker» ananthan
Status:test» fixed

Received the correct email notification, as bcc:
Status: Fixed!

#30

Status:fixed» closed

#31

Version:7.6» 7.6.1
Assigned to:ananthan» jgeng
Status:closed» active

Reopening this bug. We are not sure what happened between May 27th and June 5th when the software was packaged. Jie needs to repackage the software and deliver it for production.

#32

Status:active» test

#33

Project:RUcore Workflow Management System (WMS)» RUcore Notification System
Version:7.6.1» 7.6.1
Component:Faculty Deposit» Code

#34

Assigned to:jgeng» jjotto

#35

I deposited and ingested an article. I received two notifications. Rhonda confirmed she received an email too. When we are testing deposits, we'll confirm this and change the status.

#36

Assigned to:jjotto» ananthan
Status:test» fixed

There's still an issue with line break after salutation (see Comment #5) but I'm letting that go.

#37

Status:fixed» closed

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