967026 - Email reps when they haven't been active for 4/8 weeks

Status: VERIFIED FIXED

(Mozilla Reps Graveyard :: reps.mozilla.org, task)

Description

[Justin Crawford [:hoosteeno] [:jcrawford]]

Now that we have a new reporting system that does not depend on months, we need another way to remind reps to file reports. We need an email that is sent to an individual Rep after a certain period of inactivity. It will encourage the Rep to take action, and to file a report.

We need to specify this. 

1) What constitutes an activity? Filing an active or passive report? What about logging in to the site? 
2) How long is the period of inactivity before we send a report?
3) What is the message we'll send?

This bug dovetails into bug 951503, which requires both a measure of inactivity and a reminder email. Therefore that bug is blocked by this one.

Comment 1

[Justin Crawford [:hoosteeno] [:jcrawford]]

:kinger, :williamr, could you speak to the questions in comment 0? This bug is just waiting for a spec, and it's probably blocking global launch of Continuous Reports.

Comment 2

[William Reynolds [:williamr]]

(In reply to Justin Crawford [:hoosteeno] from comment #0)

> 1) What constitutes an activity? Filing an active or passive report? What
> about logging in to the site?

Filing an active or passive report constitutes an activity. Logging in to the site is not an activity.

> 2) How long is the period of inactivity before we send a report?
Let's send an notification if a Rep has not filed an activity in three weeks. Send follow up notifications in multiples of three weeks (6 weeks of no activity, 9 weeks, 12 weeks, etc).

> 3) What is the message we'll send?

From: The ReMoBoat
Subject: [Reminder] Please share your recent activities

Message:

Hi [First Name],

It has been over [3, 6, 9, etc.] weeks since you last reported your activities :) These reports are really important for the success of the Mozilla Reps program and they are also valuable for your mentor.

You can report your activities here:
[Link to new activity form]

We understand you are busy, and if you have not had time to work on Mozilla Reps stuff, please take a moment to send a note to your mentor to let them know.

[Mentor's name] <[mentor's email]>

Cheers!

The Mozilla Reps Council

Comment 3

[Justin Crawford [:hoosteeno] [:jcrawford]]

During team standup, :tasos asks a hard question: 

Does the activity occur on the date it was created in the database, or on the date it took place?

Examples:

* If a rep creates an event today that will happen in 6 months, is she active?
* If a rep files a report today for a tweet she wrote 6 months ago, is she active?

The team agrees that the date the activity occurs will be the trigger for emails being sent. When deciding whether to send emails, we'll look 3 weeks in the future and 3 weeks in the past. Any activity that occurs within that span will prevent an email being sent. But "created an event 6 months away" or "reported about a tweet 6 months ago" will not be considered activity inside the 6 week span.

Comment 4

[William Reynolds [:williamr]]

(In reply to Justin Crawford [:hoosteeno] from comment #3)
> The team agrees that the date the activity occurs will be the trigger for
> emails being sent. When deciding whether to send emails, we'll look 3 weeks
> in the future and 3 weeks in the past. Any activity that occurs within that
> span will prevent an email being sent. But "created an event 6 months away"
> or "reported about a tweet 6 months ago" will not be considered activity
> inside the 6 week span.

I think this is an elegant solution to a hard question. Nice job!

Removing bking from needinfo since he agreed offline with the suggestions in comment 2, specifically about setting the inactivity period to 3 weeks. If we get feedback that the time period is too long or short, we can adjust it later.

Comment 5

[[github robot]]

Commits pushed to master at https://github.com/mozilla/remo

https://github.com/mozilla/remo/commit/43c0a63e411cc7356e19e1375b6e582feaadabfe
[fix bug 967026] Send email notice when a Rep is inactive.

https://github.com/mozilla/remo/commit/8aaa50d6224acc33e1ee313dd2a0dc413001c08f
Merge pull request #638 from akatsoulas/967026

[fix bug 967026] Send email notice when a Rep is inactive.

Comment 6

[Giorgos Logiotatidis [:giorgos]]

Verified on stage.

1.If I have a report in the past or in future 3 weeks I get no email. 
2.If I have no reports in the past or future 3 weeks I get a reminder email.
3.If I've received a reminder email I don't receive it again.

Thanks :tasos!

Comment 7

[Brian King [:kinger]]

(In reply to Giorgos Logiotatidis [:giorgos] from comment #6)
> 3.If I've received a reminder email I don't receive it again.

Is it sent out after another 3 weeks?

Comment 8

[Giorgos Logiotatidis [:giorgos]]

Yes, the code is designed to send it out again. It's verified as part of step 2.

Comment 9

[Justin Crawford [:hoosteeno] [:jcrawford]]

Reopening this bug since it is dependent on specs that are being discussed as part of bug 984573.

Comment 10

[Justin Crawford [:hoosteeno] [:jcrawford]]

We have code to email reps when they haven't been active, but the specs for that feature have changed slightly.

* activity is anything that would cause a report to be filed
* the date to be used for measuring activity is the date the activity happened, not the date the report was filed
* we will email reps who have no activity ...
  ** in the past 8 weeks or in the next 8 weeks
  ** in the past 4 weeks or in the next 4 weeks and who didn't already get an email for 8 weeks

Examples:
* Susie has not had any activity for 4 weeks and has none in the future. She and her mentor will get an email.
* Joe has not had any activity for 7 weeks, and has none in the future. He and his mentor got an email when he had no activity after 4 weeks. He and his mentor will get another email in a week unless he has some activity.
* Hamburglar has not had any activity for six months. He and his mentor got an email after 4 weeks went by with no activity, and another after 8 weeks went by with no activity. They had a good long talk over lunch one day. Three months ago, Hamburglar created an event that will happen in 10 days. Hamburglar and his mentor received 2 emails total about activity. 
* Hamburglar's event was great! But after the event, Hamburglar got very busy at work. 4 weeks went by without another activity. Hamburglar and his mentor got an email. If Hamburglar still hasn't created an activity in 4 more weeks, he and his mentor will get another email 4 weeks from now.

Comment 11

[[github robot]]

Commit pushed to master at https://github.com/mozilla/remo

https://github.com/mozilla/remo/commit/66f7534fe73624a0f6476171d19059db475957c0
[Fix bug 967026][Fix bug 970395] Email reps when inactive for 4/8 weeks.

Comment 12

[Tasos Katsoulas [:tasos]]

Stage server sends out multiple notifications. One each day. By checking the admin panel, the 'first_report_notification' field in the user profile is not saved with the date of the notification.

Comment 13

[[github robot]]

Commits pushed to master at https://github.com/mozilla/remo

https://github.com/mozilla/remo/commit/204df74e4b06b36cc9761964fbe2204a7d186b1d
[Fix bug 967026][Fix bug 970395] Fix inactivity notification emails.

https://github.com/mozilla/remo/commit/884b2726f92c96f50f974bfd0848afd5d65e171d
Merge pull request #728 from johngian/fix-notifications

[Fix bug 967026][Fix bug 970395] Fix inactivity notification emails.

Comment 14

[[github robot]]

Commit pushed to master at https://github.com/mozilla/remo

https://github.com/mozilla/remo/commit/fa71a6904e09cf4c284464682663d36b9ec80f46
[Fix bug 967026][Fix bug Bug 970395] Fix inactive user notifications.

* Make send_remo_mail non-blocking
* Do not cc remobot
* Fix time filter in second report notification
* Exclude users with incomplete profiles from notifications

Comment 15

[Tasos Katsoulas [:tasos]]

Verified on stage.