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[OSDEV-1225] Update auto email response (#349)
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[OSDEV-1225)](https://opensupplyhub.atlassian.net/browse/OSDEV-1225)
List upload. Updating auto email responses to improve user experience.

I updated email templates for the “Approved” or “Rejected” facility
list.

<img width="400" alt="Screenshot 2024-09-11 at 12 40 38"
src="https://github.com/user-attachments/assets/7e6724f1-8cf6-4b3d-94be-a0c494a40965">

---------

Co-authored-by: Inessa Druzhkova <[email protected]>
Co-authored-by: Vadim Kovalenko <[email protected]>
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3 people authored Sep 11, 2024
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2 changes: 1 addition & 1 deletion doc/release/RELEASE-NOTES.md
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Expand Up @@ -30,7 +30,7 @@ Additionally, a `historical_os_id` filter was added to the `sync_production_loca
* Corrected grammar mistakes in the description of the job steps for stopping Logstash and clearing OpenSearch for the `DB - Apply Anonymized DB` and `Deploy to AWS` GitHub workflows.

### What's new
* *Describe what's new here. The changes that can impact user experience should be listed in this section.*
* [OSDEV-1225](https://opensupplyhub.atlassian.net/browse/OSDEV-1225) - The auto email responses for `Approved` and `Rejected` statuses have been updated to improve user experience. A user receives an email updating them on the status of their list and the next steps they need to take.

### Release instructions:
* Before deploying to an existing environment, manually delete the related EFS storage, OpenSearch domain, and stop all tasks of the Logstash service in the appropriate ECS cluster. This is necessary to apply the new mapping for the production-locations OpenSearch index.
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117 changes: 12 additions & 105 deletions src/django/api/templates/mail/facility_list_complete_body.html
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<html lang="en">
<head>
<title>
Open Supply Hub List Processing Completed
Great News: your OS Hub list is live! Here is how to make the most of your data
</title>
</head>
<body>
<p>
Hi there,
Hello,
</p>
<p>
Thank you for submitting {{ list_name }} to Open Supply Hub. This list has
been approved by the OS Hub team and has completed processing. This means
that all facilities from the list that did not generate errors or require
additional verification by our team are now live on OS Hub. The admin view
of your list is now available here:
<a href="{{ list_url }}">{{ list_url }}</a>.
Thank you for submitting {{ list_name }} to OS Hub! The admin view of your list is now available
here: <a href="{{ list_url }}">{{ list_url }}</a>.
</p>
<p><strong>One Last Step</strong></p>
<p><strong>Check for and Resolve Errors or Removed Items: </strong></p>
<p>
Click on the list link above and then filter the facilities within your
list to check for facilities with one of the possible “Error” or “Removed”
statuses. Facilities with either of these statuses are not published in
your list on OS Hub.
</p>
<ol>
<li>
<strong>Errors: </strong>Some entries in your list may have generated an
error message. You can review these entries to see whether the cause is:
<ul>
<li>
An error in data entry (such as a country name being mis-spelled)
</li>
<li>
Our geo-coder being unable to plot the facility due to the address
lacking sufficient details, or containing irrelevant information
</li>
</ul>
Check out <a href="http://info.opensupplyhub.org/faqs">our FAQs</a> for
more information on error types and how to resolve them.
</li>
<li>
<strong>Removed Items: </strong>Some facilities in your list may not
have met quality standards for address information. This could be due
to:
<ul>
<li>Repeating or insufficient elements</li>
<li>
Incorrect formatting of additional data fields e.g.
sector_product_type, faciliity_type_processing_type, etc.
</li>
</ul>
If you see any items with a “Removed” status, these are items that our
team reviewed and removed before your list was processed.
</li>
</ol>
<p>
Once you have pin-pointed the cause of the error or removal, update your
facility information in your Excel/CSV file and re-upload your FULL list
to the OS Hub again (uploading one facility at a time results in multiple
lists that are harder to manage in the future). You will be able to
replace the previous version you uploaded, so only your most recent list
is available for the public to see.
</p>
<p>
Have questions or want to learn more about what’s happening when you
upload your list?
<a
href="https://info.opensupplyhub.org/resources/uploading-to-open-supply-hub"
>Check out this guide</a
>.
</p>

<strong> Once your list is finalized: </strong>
<ol>
<p>Your list has been approved and is live on OS Hub, however it’s possible a few facilities were removed due to errors and are not included in the current published list.</p>
<p>But don’t worry! If you wish to add those facilities back in, follow the steps in <a href="https://info.opensupplyhub.org/resources/how-to-resolve-errors-in-your-list">this guide</a> to identify the removed facilities, resolve the errors, and reupload your list.</p>
<p><strong>Useful Resources:</strong></p>
<ul>
<li>
<strong
>See who else is connected with your facilities/suppliers: </strong
>Once you have uploaded data to OS Hub, check out the profiles of the
facilities you added, to see which other organizations are connected to
them. What collaborations could you work on together?
<strong>Need more help? </strong>Can’t find what you need? Email <a href="[email protected]">[email protected]</a>.
</li>
<li>
<strong>Share your OS Hub contribution: </strong>
Link directly to your facility/supplier data on the OS Hub from your
website, so your users can easily search and navigate through your list.
<a
href="https://info.opensupplyhub.org/resources/assets-for-stakeholders"
>These free graphics</a
>
are available for use to point users to your OS Hub contribution on your
website, LinkedIn profile, and/or on social media. You can also display
your facility/supplier data as an
<a href="https://info.opensupplyhub.org/embedded-map"
>interactive map, embedded on your website</a
>.
<strong>What’s next?</strong> Having your data live on OS Hub is just the start! Now that you have a live list, check out this guide to learn how to <a href="https://info.opensupplyhub.org/resources/making-the-most-of-open-supply-hub">make the most of your data on OS Hub</a>.
</li>
<li>
<strong
>Encourage your facilities/suppliers to claim their profiles or claim
your facility, if you are the owner:
</strong>
By claiming their facilities on OS Hub, facility owners or senior
management can provide facility location data straight from the source,
as well as add additional details to their profiles, including MOQs,
lead times, certifications, and more. If you are a brand or organization
uploading a facility list, you can
<a
href="https://info.opensupplyhub.org/resources/encourage-your-facilities-to-claim-their-profiles"
>use this suggested text for a message to your suppliers</a
>, to encourage them to claim their profiles.
</li>
</ol>
<p>
For any questions, feel free to reach out to the OS Hub team:
<a href="mailto:[email protected]">[email protected]</a>
</p>
</ul>
<p>
All the best,
Thank you for your contribution! Your data helps open doors to safe and sustainable supply chains.
</p>
{% include "mail/data_team_signature_block.html" %}
</body>
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48 changes: 12 additions & 36 deletions src/django/api/templates/mail/facility_list_complete_body.txt
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@@ -1,48 +1,24 @@
{% block content %}

Hi there,
Hello,

Thank you for submitting {{ list_name }} to Open Supply Hub. This list has been approved by the OS Hub team and has completed processing. This means that all facilities from the list that did not generate errors or require additional verification by our team are now live on OS Hub. The admin view of your list is now available here: {{list_url}}.
Thank you for submitting {{ list_name }} to OS Hub! The admin view of your list is now available
here: {{list_url}}.

One Last Step
Your list has been approved and is live on OS Hub, however it’s possible a few facilities were
removed due to errors and are not included in the current published list.

Check for and Resolve Errors or Removed Items:
But don’t worry! If you wish to add those facilities back in, follow the steps in <a href="https://info.opensupplyhub.org/resources/how-to-resolve-errors-in-your-list">this guide</a> to
identify the removed facilities, resolve the errors, and reupload your list.

Click on the list link above and then filter the facilities within your list to check for facilities with one of the possible “Error” or “Removed” statuses. Facilities with either of these statuses are not published in your list on OS Hub.
<strong>Useful Resources:</strong>

a. Errors: Some entries in your list may have generated an error message. You can review these entries to see whether the cause is:
- <strong>Need more help?</strong> Can’t find what you need? Email [email protected].
- <strong>What’s next?</strong> Having your data live on OS Hub is just the start! Now that you have a live
list, check out this guide to learn how to <a href="https://info.opensupplyhub.org/resources/making-the-most-of-open-supply-hub">make the most of your data on OS Hub</a>.

- An error in data entry (such as a country name being mis-spelled)

- Our geo-coder being unable to plot the facility due to the address lacking sufficient details, or containing irrelevant information

Check out our FAQs (http://info.opensupplyhub.org/faqs) for more information on error types and how to resolve them.

b. Removed Items: Some facilities in your list may not have met quality standards for address information. This could be due to:

- Repeating or insufficient elements

- Incorrect formatting of additional data fields e.g. sector_product_type, faciliity_type_processing_type, etc.

If you see any items with a “Removed” status, these are items that our team reviewed and removed before your list was processed.

Once you have pin-pointed the cause of the error or removal, update your facility information in your Excel/CSV file and re-upload your FULL list to the OS Hub again (uploading one facility at a time results in multiple lists that are harder to manage in the future). You will be able to replace the previous version you uploaded, so only your most recent list is available for the public to see.

Have questions or want to learn more about what’s happening when you upload your list? Check out this guide (https://info.opensupplyhub.org/resources/uploading-to-open-supply-hub).

Once your list is finalized:

1. See who else is connected with your facilities/suppliers: Once you have uploaded data to OS Hub, check out the profiles of the facilities you added, to see which other organizations are connected to them. What collaborations could you work on together?

2. Share your OS Hub contribution: Link directly to your facility/supplier data on the OS Hub from your website, so your users can easily search and navigate through your list. These free graphics (https://info.opensupplyhub.org/resources/assets-for-stakeholders) are available for use to point users to your OS Hub contribution on your website, LinkedIn profile, and/or on social media. You can also display your facility/supplier data as an interactive map, embedded on your website (https://info.opensupplyhub.org/embedded-map).

3. Encourage your facilities/suppliers to claim their profiles or claim your facility, if you are the owner: By claiming their facilities on OS Hub, facility owners or senior management can provide facility location data straight from the source, as well as add additional details to their profiles, including MOQs, lead times, certifications, and more.

If you are a brand or organization uploading a facility list, you can use this suggested text for a message to your suppliers (https://info.opensupplyhub.org/resources/encourage-your-facilities-to-claim-their-profiles), to encourage them to claim their profiles.

For any questions, feel free to reach out to the OS Hub team: [email protected].

All the best,
Thank you for your contribution! Your data helps open doors to safe and sustainable supply chains.

{% include "mail/data_team_signature_block.txt" %}
{% endblock content %}
2 changes: 1 addition & 1 deletion src/django/api/templates/mail/facility_list_complete_subject.txt
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@@ -1 +1 @@
Open Supply Hub List Processing Completed
Great News: your OS Hub list is live! Here is how to make the most of your data
33 changes: 20 additions & 13 deletions src/django/api/templates/mail/facility_list_rejection_body.html
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Expand Up @@ -2,17 +2,17 @@
<html lang="en">
<head>
<title>
Your contribution to Open Supply Hub was rejected
Your List Is in the Feedback Phase — We’re Here to Help with the Next Steps
</title>
</head>
<body>
<p>
Hi there,
Hello,
</p>
<p>
We’re writing to let you know that your request to upload a data list to Open Supply Hub was rejected.
The details of your list are as follows:
Thank you for submitting {{ facility_list_name }} to OS Hub. Your list is almost ready!
</p>
<p>Here are the details of your list:</p>
<ul>
<li>
Facility list: {{ facility_list_name }} created on {{ facility_list_created_at }}
Expand All @@ -24,22 +24,29 @@
Facility list URL: <a href="{{ facility_list_url }}">{{ facility_list_url }}</a>
</li>
</ul>
<p>In the Feedback Phase we will support you with a few data quality updates and then we can
continue processing your list.
</p>
<p>Make the updates listed below in your Excel/CSV file and <a href="https://info.opensupplyhub.org/resources/preparing-data">upload the FULL list again</a>.
</p>

{% if rejection_reason|length %}
<p>
Not to worry! Below are details on the reason for rejection, as well as guidance on next steps:
<strong>Here are the updates that need to be made:</strong>
</p>
<p>
{{ rejection_reason }}
</p>
{% endif %}
<p>
For any questions, feel free to reach out to the OS Hub Data Team:
<a href="[email protected]">[email protected]</a>.
We appreciate your support as we work to maintain a high quality dataset that is open and beneficial to all who need it.
</p>
<p>
All the best,
</p>
<p>Useful Resources:</p>
<ul>
<li><a href="http://info.opensupplyhub.org/faqs">Frequently Asked Questions</a>: For more information on common upload issues and how to resolve them.</li>
<li><a href="https://info.opensupplyhub.org/resources/preparing-data">Preparing Data for Upload Guide</a>: For step-by-step instructions for preparing your Excel/CSV file. </li>
<li>
<strong>Need more help?</strong> Can’t find what you need? Email <a href="[email protected]">[email protected]</a>.
</li>
</ul>
<p>Thank you for your contribution! Your data helps open doors to safe and sustainable supply chains.</p>
{% include "mail/data_team_signature_block.html" %}
</body>
</html>
30 changes: 22 additions & 8 deletions src/django/api/templates/mail/facility_list_rejection_body.txt
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@@ -1,21 +1,35 @@
{% block content %}
Hi there,
Hello,

We’re writing to let you know that your request to upload a data list to Open Supply Hub was rejected. The details of your list are as follows:
Thank you for submitting {{ facility_list_name }} to OS Hub. Your list is almost ready!

- Facility list: {{ facility_list_name }} created on {{ facility_list_created_at }}
- Facility list description: {{ facility_list_description }}
- Facility list URL: {{ facility_list_url }}
Here are the details of your list:

- Facility list: {{ facility_list_name }} created on {{ facility_list_created_at }}
- Facility list description: {{ facility_list_description }}
- Facility list URL: {{ facility_list_url }}

In the Feedback Phase we will support you with a few data quality updates and then we can
continue processing your list.

Make the updates listed below in your Excel/CSV file and <a href="https://info.opensupplyhub.org/resources/preparing-data">upload the FULL list again</a>.

{% if rejection_reason|length %}
Not to worry! Below are details on the reason for rejection, as well as guidance on next steps:
<strong>Here are the updates that need to be made:</strong>

{{ rejection_reason }}
{% endif %}

For any questions, feel free to reach out to the OS Hub Data Team: [email protected]. We appreciate your support as we work to maintain a high quality dataset that is open and beneficial to all who need it.
Useful Resources:

- <a href="http://info.opensupplyhub.org/faqs">Frequently Asked Questions</a>: For more information on common upload issues and
how to resolve them.
- <a href="https://info.opensupplyhub.org/resources/preparing-data">Preparing Data for Upload Guide</a>: For step-by-step instructions for preparing your
Excel/CSV file.
- <strong>Need more help?</strong> Can’t find what you need? Email <a href="[email protected]">[email protected]</a>.

Best wishes,
Thank you for your contribution! Your data helps open doors to safe and sustainable supply
chains.

{% include "mail/data_team_signature_block.txt" %}
{% endblock content %}
2 changes: 1 addition & 1 deletion src/django/api/templates/mail/facility_list_rejection_subject.txt
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@@ -1 +1 @@
Your OS Hub Upload - Action Required
Your List Is in the Feedback Phase — We’re Here to Help with the Next Steps

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