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Automated Reminders for Forms Linked to Vet Tasks

Overview

This feature enhances the existing reminder system by automatically sending follow-up emails for Forms (TQs, HQs, Class, and MOC) when they are linked to a vet task. The goal is to ensure timely responses from ship managers, helping prevent delays in vet processing.
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Scope of the Feature

Previously, reminders were only sent for RFIs related to Incidents and PSCs. This update expands the coverage to include forms that are directly or indirectly linked to vet tasks.

Forms are considered linked when:

  • A vetting rule triggers the form

  • A manual task associated with a vet task generates the form

Applicable Form Types

  • TQ (Technical Question)

  • HQ (Health & Safety Question)

  • Class

  • MOC (Management of Change)

Reminder Trigger Logic

Conditions for Sending a Reminder

A reminder is sent if all of the following conditions are met:

  • The form is linked to a vet task

  • The form is in the "Pending Ship Manager" status (either at first request or during a "Need More Info" loop)

  • The vet associated with the form is not in a closed state (i.e. not Acceptable, Unacceptable, Cancelled, or Escalated)

  • The reminder has not already been sent for this form in the current state

  • Form name is not Pre Berthing Checks (Port Hedland). The Pre Berthing Checks (Port Hedland) form is triggered by a vet, but this form does not need to be completed immediately or before the vet is finalised. For this reason, the reminders are not necessary and are confusing the recipients. (this is yet to be done - https://rightship.atlassian.net/browse/ET1-3282)

Reminder Frequency

  • Sent every 2 days while the form remains in a qualifying status

  • The interval is configurable and can be toggled on/off via application settings

Handling Multiple Vets

If multiple vet tasks have triggered the same form for a vessel:

  • The system considers the open vet task(s) only

  • The form is linked only once, but reminders are still sent based on the last email activity

Email Reminder Details

Recipients

  • The reminder is sent to the original senders of the last email related to the form

Email Subject Logic

  • For first-time form submission reminders:

    javaCopyEditREMINDER: RightShip - <Vessel Name (IMO)> - Request for Information

  • For Need More Info (NMI) scenarios:

    php-templateCopyEditREMINDER: RightShip - <Vessel Name (IMO)> - More Information Required for <Form Name>

  • For consolidated emails:

    • Use the same subject line as the first-time form submission reminder

Only the email subject is updated; the body content remains unchanged.

Audit and Logging

  • A new table RS_VesselApplicationFormVetTaskReminders records all reminder activity, including date and time stamps

  • Reminder emails are logged in both:

    • Form Email History

    • Vet Email History

  • The entry in the "Notes" column of these logs matches the email subject

System Architecture Notes (High-Level)

  • A background service is responsible for processing and sending reminders

  • A timer mechanism runs checks at defined intervals (e.g. every 2 days)

  • Queries are made to RS_VesselApplicationFormVetTasks to identify eligible forms

  • Reminder email delivery is handled via SendGrid

Rollback & Reconfiguration

  • The system is designed with auditability in mind, allowing reversions if needed

  • Timer settings and enable/disable status are configurable in application settings