Content
View differences
Updated by Oliver Günther 11 months ago
**As** a user of meetings
**I want to** understand when meeting module sends out emails
**so that** I can control them, or possibly suppress them
**Context: Current implementation**
Emails are currently sent out in these cases:
* **One-time invitations**: Inviting a new user to a one-time meeting sends out an email to that user only
* **Completing a series template:** After setting up a meeting series and clicking 'Complete template', meeting invitation is sent to every invitee in the template
* **Changing date or time**: If there are changes to the meeting start time or hour, in a one-time or recurring meeting, or when the entire series is moved, an email is sent out to all invitees
* **Meeting Cancellations**: When a meeting is canceled (deleted), an email notification is sent to inform all invitees that the meeting will no longer take place.
**Acceptance criteria**
* Have an admin-level setting that sets the default, with two radio options:
* Option 1: **Always send email invites for changes**
* Caption: "Automatically send an email with an updated calendar invite (.ics) for changes to date, time, location and participants. This setting can be overridden per meeting."
* Option 2: **Never send email invites for changes**
* Caption: "Never send an email update, regardless of changes. Select this if you manage calendar invites separately outside of OpenProject. This setting can be overridden per meeting."
* Allow changing this setting at the level of individual meetings with a setting
* With checkbox:
* Label: "**Send email updates to all participants**"
* Caption: "Automatically send an email with an updated calendar invite (.ics) for changes to date, time, location and participants."
* When enabled, show an info banner below the option:
* Text: "All participants will receive an updated .isc invite when you make changes to this meeting."
* When disabled, show a warning banner below the option:
* Text: "You have chosen to mute email updates. Participants will not receive an .isc invite when you make changes."
* Clearly identify on the meeting side bar when a meeting is muted, and what this means
**Technical notes**
* \[open\] When the setting is disabled when editing a single meeting, is a notification then sent on submit? Might want a confirmation dialog here.
* Maybe not important if we have a warning/info banner?
* Add a global setting for the global muting case
* Add a meetings column "muted:boolean" that is checked for one-time and templates (in case of series)
* Respect this flag when sending out any notification
* For a series, the mute flag on the template controls notifications for all occurrences of the series
**Permissions and visibility considerations**
* <br>
**Out of scope**
* <br>
**I want to** understand when meeting module sends out emails
**so that** I can control them, or possibly suppress them
**Context: Current implementation**
Emails are currently sent out in these cases:
* **One-time invitations**: Inviting a new user to a one-time meeting sends out an email to that user only
* **Completing a series template:** After setting up a meeting series and clicking 'Complete template', meeting invitation is sent to every invitee in the template
* **Changing date or time**: If there are changes to the meeting start time or hour, in a one-time or recurring meeting, or when the entire series is moved, an email is sent out to all invitees
* **Meeting Cancellations**: When a meeting is canceled (deleted), an email notification is sent to inform all invitees that the meeting will no longer take place.
**Acceptance criteria**
* Have an admin-level setting that sets the default, with two radio options:
* Option 1: **Always send email invites for changes**
* Caption: "Automatically send an email with an updated calendar invite (.ics) for changes to date, time, location and participants. This setting can be overridden per meeting."
* Option 2: **Never send email invites for changes**
* Caption: "Never send an email update, regardless of changes. Select this if you manage calendar invites separately outside of OpenProject. This setting can be overridden per meeting."
* Allow changing this setting at the level of individual meetings with a setting
* With checkbox:
* Label: "**Send email updates to all participants**"
* Caption: "Automatically send an email with an updated calendar invite (.ics) for changes to date, time, location and participants."
* When enabled, show an info banner below the option:
* Text: "All participants will receive an updated .isc invite when you make changes to this meeting."
* When disabled, show a warning banner below the option:
* Text: "You have chosen to mute email updates. Participants will not receive an .isc invite when you make changes."
* Clearly identify on the meeting side bar when a meeting is muted, and what this means
**Technical notes**
* \[open\] When the setting is disabled when editing a single meeting, is a notification then sent on submit? Might want a confirmation dialog here.
* Maybe not important if we have a warning/info banner?
* Add a global setting for the global muting case
* Add a meetings column "muted:boolean" that is checked for one-time and templates (in case of series)
* Respect this flag when sending out any notification
* For a series, the mute flag on the template controls notifications for all occurrences of the series
* <br>
**Out of scope**
* <br>