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FEA-43-power-automate-emailing
Feature ID FEA43
Subsystem User management
Responsible person Valeriia Grebneva
Status Completed

Description

The Power Automate emailing feature involves automating the generation of the emails. Power Automate will be used to create personalized emails based on entries in an Excel sheet done by the process owner and send them to survey participants. The emails will include unique hashes for each user and a link to the Skill Collector website, providing participants with easy access to the platform.

User requirements

  • A new user can be added manually through the Excel sheet by the process owner or through a connected Microsoft FORMS questionnaire.
  • FORMS questionnaire should collect first and last name, company and an email of the potential end user.
  • Suspicious FORMS questionnaire answers should be quarantined and manually reviewed by the process owner. Suspicious data includes a full name that already exists in the Excel sheet.
  • The email should be personalized. It should include participant's first name, last name, a unique hash assigned to them and a link to the website.
  • Process owner should manually trigger the email generating and sending process through an Excel sheet.

Security requirements

  • FORMS questionnaire sender information and data should be sanitized and validated.
  • Only authorized personnel is allowed to fill the questionnaire.
  • Unauthorized responses should be deleted form the Excel sheet.

Technical requirements

  • Power Automate should be used to generate and send the emails.
Use Case # 1 Creation of Hashes, Automated Email Generation and Delivery Power Automate is used to generate and send emails.

Preliminary user stories

  • #63 US022 - As a process owner, I want to manually review entries with the same first and last name so that no duplicate entries are added.
  • #62 US023 - As a process owner, I want to share the survey to the authorized personnel at my university so that they could invite respondents.
  • #64 US024 - As a process owner, I want to store respondent's first name, last name, company, contact email so that I can send them a survey email.
  • #65 US025 - As a process owner, I want to manually select survey receivers and trigger the email sending so that I can exclude people who can't respond right now.
  • #66 US026 - As a process owner, I want to manually enter hashes for the respondents in the Excel sheet.
  • #67 US027 - As a process owner, I want to have hashes generated for the respondents registered by the authorized users.

User interface

Flow # 1 (Form Response Processing Flow) Workflow Design

Power Automate Form Response Processing flow structure

Flow # 2 (Sending Emails and Notifications) Workflow Design

Power Automate Sending Emails and Notifications flow structure

Template for email

Documentation for Power Automate and more detailed explanation of the workflows can be found here.

Testing

Test case Test source Responsible
TC-43-001 - Excel data handling FEA-43-power-automate-emailing Alena Galysheva
TC-43-002 - FORMS implementation and connection FEA-43-power-automate-emailing Alena Galysheva
TC-43-003 - Excel selection and magic button FEA-43-power-automate-emailing Alena Galysheva
TC-43-004 - Power Automate emailing FEA-43-power-automate-emailing Alena Galysheva

Acceptance Criteria

Acceptance Criteria Notes
The email contains relevant and accurate information.
The email should be sent to the intended recipient(s) specified in the automation configuration.
Users who are not selected doesn't receive an email.
The automated email is sent consistently and reliably whenever the triggering event or condition occurs.
If the email fails to send, the automation attempts to resend it or provide an alert for manual intervention.
Email includes correct hash for the user.
The appropriate permissions and access controls are in place to ensure that only authorized users or processes can trigger and send automated emails.
The automated email functionality is thoroughly tested in different scenarios to ensure its accuracy and reliability.
Documentation is provided to explain how to configure, customize, and troubleshoot the automated email process using Power Automate.