sub system to mange manual calls/reminders future work

[HsienWen Hsu]

Right now, if a record (program or agency) is out of date, a cron job runs a script to send up to 4 emails at two week intervals.

If the agency or program contact doesn't update their records after 4 emails we pick up

#################
subsystem Version 01:
   goal: make it easier to know who to call
#################

Add a report to:
   app-mvhub/DocumentRoot/cgi-bin/mvhub/admin/reports.pl

with title: 'agencies not responding to email or with bad contact email '

---with SQL to find records with:
     agency.reminders_sent = 4

  or agency.contact_email = 'none'
  or agency.contact_email = 'unknown'
  or agency.contact_email LIKE '%testing123.net%'

...this is better than remembering to call contacts with records older than 7 months.

This new report will look a lot like: report #6

the user interface to reports is through:
1) URL: http://nsp.$USER.testing123.net
2) click left sidebar link: login
3) at bottom of page click 'admin login'
4) username is in /var/www/mvhub/$USER/conf/auth_apache_users
4a) password is in /var/www/mvhub/$USER/conf/nsp.conf
5) at top left of page click 'reports' link

#################
subsystem Version 02:
 goal: make it easier to update out of date records.
#################

create a stand-alone report with it's own html template file
 that modifies the version 01 report

 Agency names should become links like:

   http://$ENV{HOST}/cgi-bin/mvhub/agency.pl?rm=display_agency_home&agency_id=103476

Where agency_id is matches agency_name displayed

###########
subsystem Version 03:
goal: track all calling activity inside application
         have report also display number of calls

###########
modify report / over view

  1) display/SELECT records with 4 remider emails && a call more than a 7 days ago.
           agency name | date of last required call (can be 'none')

          ---will require new tables:
                        'contact_history
                                          type
                                          timestamp
                                          agency_or_program
                                           id
                                           notes

                         'contact_history_type' tables
           ---- type (integer)
                                       description
                                                reminder phone call
                                                reminder email manual (followup)
                                                reminder email #1 version 1
                                                reminder email #1 version 2
                                                reminder email #2 version 1
                                                reminder email #2 version 2

instead of display_agency_home show a new page

   field: agency name (read-only)

   field: agency contact name (first last)
   field: agency contact phone#
   field: agency contact email
   field: agency contact notes (ro)
    label: programs
             field: program name (read-only)
             field: program contact name (first last)
             field: program contact phone#
             field: program contact email
             field: program contact notes (ro)
             (repeat for each program)
   label: contacts history:

   field: contact type: <missing|phone|robo-mail|email|misc|>
   last contact-date (ro)
   ....
   repeat

   label: new contact
       field: contact_type popup menu: (call | follow up email)
       field: who popup menu ('agency' , 'name of program', 'name of program')
       field: note
    <save>

###########
subsystem Version 06:
goal: send followup emails through system instead of manually
 ###########

 add subscreen to send emails
field: to (read-only)
field: subject
field: body
[SEND]
   <javscript 'are you sure'>

 ###########
subsystem Version 06:
goal: make sending emails easier
 ###########

  add template text for emails:
  dear <contact>
    per our recent phone conversation here is the link you can use to login
        <quick login>
 sincerely
    <our outreach person>
[SEND]

###########
subsystem Version 07:
goal: track robo calling activity inside application
        to measure effectiveness of particular email versions
 ###########
  modify email_reminders.pl to insert contact history records

###########
subsystem Version 08:
goal: track customer replies to reminder emails
 ###########
    use Mail::IMAP to read mailbox for mails sent to info@$dominan.com

other possible reports / screens

create phone calling list

 agency name | last-update date | hours for calling | last call

create phone calling agency/program screens
 Contact Name ___
 Contact Email ___
 last contact ___

From blueprint

All automatic and manual reminder emails to go thru admin interface

   1. MVHub
   2. Blueprints
   3. All automatic and manual reminder ema...

What steps will reproduce the problem?
1. Designate unreliable person with job of mvhub updating.
2. Give him/her list of agency login urls.
3. Laugh as he sends url to wrong contact email.

currently, there's no way to send "you are the new contact" email through
admin interface.

suggested solution:
create button to 'send login to contact.' locate button next to agency and
program listings in administrative interface.

better solution:
send following email 'at the click of a button' through admin interface.
[note that person Y's name will need to be supplied through a text field at
the time of sending.]

hi [person X first name]

you are receiving this email because [person Y full name] recommended you
as the the appropriate contact for information about [agency] currently on
MVHub.com.

when you log in, update the information for the listings your name, [person
X full name], appears next to.

login to update by clicking on [agency id link]

thanks,
[mvhub staff name]
[mvhub contact info]

greatest solution:
remind admin to call new contact person X immediately after sending email,
supply name and phone number, name of referrer person Y, agency name, list
of programs with contact name for each.

[frank allaby (fallaby)]

good to be able to manually change the time the record comes up for calling.

Default is 2 weeks after last submit / note

use case: Joe ContactPerson is returning from vaction in 3 days.

YOu want to call him in 7 days after he's had a chance to get back into the swing of things.