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email-workflow.md

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Background

This document describes how the email notifications for the Outreachy website work for Outreachy organizers, coordinators, and mentors.

Each section describes how a particular role experiences email notifications. Each section has a list of emails that will be sent.

Email sending is triggered when a Django object that inherits from the ApprovalStatus class changes approval status. See participation.dot for a description of the submitter and approver roles and the allowed state changes for approval status.

We also want to ensure that coordinators and mentors are subscribed to the mentors and announcements mailing lists. But since mentors start out as approved for new Projects (so that they can edit them), mentors shouldn't be added to the mailing list until both their Project and their community's Participation are approved. Similarly, Coordinators start out as approved if they create a new Community, so they should not be added to the mailing list until their Community has at least one approved Participation in a round.

We don't currently have an automated way to manage list subscriptions, because the rules for incrementally adding people to the list at the right time really complicated the following description of email workflow. Instead we've adopted the approach of generating a list of everyone who should be subscribed, feeding that list to Mailman all at once, and letting Mailman skip anyone who was already subscribed. Someday perhaps we'll automate feeding the list from one place to the other, but for the moment that step is still manual.

Mentor Workflow

Emails:

EM1. Project changes status to PENDING - Send email to Project approvers (the community coordinators) to review - Use email template home/templates/home/email/project-pending.txt

EM2. Project changes status to APPROVED - Send email to Project submitters (the approved mentors) for next steps - Use email template home/templates/home/email/project-approval.txt

EM3. MentorApproval changes status to PENDING - Send email to mentor approvers (the community coordinators) to review - Use email template home/templates/home/email/mentorapproval-pending.txt

EM4. MentorApproval changes status to APPROVED - Send email to MentorApproval submitters (the approved mentors) for next steps - Use email template home/templates/home/email/mentorapproval-approval.txt

New Project, New Mentor

  1. Mentor submits a new project proposal.

    • A new MentorApproval is created, with the approval status set to APPROVED (so that the mentor can edit the project proposal).
    • A new Project is created, with the approval status set to PENDING.
    • EM1 is sent

  2. Coordinators approve the project proposal.

    • Project approval status is set to APPROVED
    • EM2 is sent

Pending Project, New Co-Mentor

  1. Co-mentor signs up to mentor this project.

    • A new MentorApproval is created, with the approval status set to PENDING
    • EM3 is sent

  2. Coordinator approves the co-mentor.

    • MentorApproval status is set to APPROVED
    • No email is sent, since this project isn't approved

  3. Coordinator approves Project.

    • Project status set to APPROVED.
    • EM2 is sent to all approved mentors.

Approved Project, New Co-Mentor

  1. Co-mentor signs up to mentor this project.

    • A new MentorApproval is created, with the approval status set to PENDING
    • EM3 is sent

  2. Coordinator approves the co-mentor.

    • MentorApproval status is set to APPROVED
    • EM4 is sent

Coordinator Workflow

The coordinator sign up process is similar to a mentor sign up process, but with the added complexity that coordinators can sign up to be a mentor for a community that has participated in a past round.

Emails:

EC1. Participation changes status to PENDING - Send email to Participation approvers (the Outreachy organizers) to review - Use email template home/templates/home/email/community-pending.txt

EC2. Participation changes status to APPROVED - Send email to Participation submitters (the approved coordinator) for next steps - Use email template home/templates/home/email/community-approved.txt

EC3. CoordinatorApproval changes status to PENDING - Send email to coordinator approvers (the Outreachy organizers) to review - Use email template home/templates/home/email/coordinatorapproval-pending.txt

EC4. CoordinatorApproval changes status to APPROVED - Send email to CoordinatorApproval submitters (the Outreachy organizers) for next steps - Use email template home/templates/home/email/coordinatorapproval-approved.txt

New Community, New Coordinator

  1. Coordinator submits a new community.

    • A NewCommunity is created.
    • A new Participation is created, with the approval status set to PENDING.
    • A new CoordinatorApproval is created, with the approval status set to APPROVED (so that the coordinator can edit the participation and community information).
    • EC1 is sent

  2. Coordinators approve the new community.

    • Participation status is set to APPROVED
    • EC2 is sent

Pending Community, New Co-Mentor

  1. Co-coordinator signs up to coordinate this community.

    • A new CoordinatorApproval is created, with the approval status set to PENDING
    • EC3 is sent

  2. Outreachy organizer approves the co-coordinator.

    • CoordinatorApproval status is set to APPROVED
    • No email is sent, since this project isn't approved

  3. Organizer approves the community.

    • Participation status set to APPROVED.
    • EC2 is sent to all approved mentors.

Approved Community, New Co-coordinator

  1. Co-coordinator signs up to coordinate this community.

    • A new CoordinatorApproval is created, with the approval status set to PENDING
    • EC3 is sent

  2. Coordinator or organizer approves the co-mentor.

    • CoordinatorApproval status is set to APPROVED
    • EC4 is sent

Past Community, New Coordinator

  1. Coordinator signs up to coordinate this community.

    • A new CoordinatorApproval is created, with the approval status set to PENDING
    • EC3 is sent

  2. Coordinator or organizer approves the co-mentor.

    • CoordinatorApproval status is set to APPROVED
    • EC4 is sent

Proceed to the "Past Community, Approved Coordinator" section

Past Community, Approved Coordinator

  1. Coordinator signs up this community to participate in this round.

    • A new Participation is created, with the approval status set to PENDING
    • EC1 is sent

  2. Organizers approves the community to participate.

    • Participation status is set to APPROVED
    • EC2 is sent