[EPIC] Automate Generation and Management of Unique Survey Tokens for Epidemiological Surveys

[markusmann-vg]

Feature Description

Background:
When an RSV report (also for Pertussis and other diseases) is made, a letter or email is sent to the individual who tested positive, inviting them to complete an online epidemiological survey. This invitation includes:

• A URL to the survey
• A unique access code (token) for secure identification

Currently, these codes are generated through the NgSurvey application or imported manually via a CSV list. However, the process is manual and prone to error since the unique code must be added individually when sending the invitation through SORMAS.

Requirements:
To streamline this process and reduce manual entry errors, the following changes are proposed:

Automated Unique Code Generation in SORMAS:

• Generate unique codes in SORMAS for each case and disease type. These codes should be generated in advance, not at the time of case creation.
• The generated codes should be exportable in bulk, so they can be pre-imported into NgSurvey for upcoming cases.

Automated Association of Unique Codes with Cases:

• Automatically associate each generated code with the corresponding case when the case is created in SORMAS, ensuring a seamless link between cases and their survey tokens.

Invitation Management Fields:

• Add a "Date of Invitation Sent" field to track when the survey invitation was sent.
• Include a checkbox to indicate whether a response to the survey has been received, providing a quick overview of response status.

Field for Unique Codes:

• Consider using the "Case Reference Number" field for storing these unique codes, or create a dedicated field if this would be more appropriate (to be discussed).

Added Value/Benefit

Implementing this feature would:

• Reduce manual entry and the associated risk of errors.
• Streamline the process for sending survey invitations.
• Improve tracking of survey responses, enabling better follow-up and data accuracy.

This feature would streamline the digital survey invitation process, reduce manual entry errors, and improve tracking of survey responses.

Acceptance Criteria

• Unique codes can be generated in SORMAS for each case and disease type in advance, independent of case creation.
• Generated codes are exportable in a CSV format for pre-import into NgSurvey.
• Unique codes are automatically linked to each case upon creation.
• The "Date of Invitation Sent" and "Response Received" fields are added to the case information in SORMAS.
• A decision on using the "Case Reference Number" field or creating a new field for storing the unique codes.

Implementation Details

No response

Mockups

No response

Additional Information

CONSIDERED as Epic with the following issues

• [DRAFT] Upload, Import and Storage of Survey Tokens #13191
• [DRAFT] Document template for Survey #13192
• [DRAFT] Send a survey request email to a case person's email #13193
• [DRAFT] Add a "Survey" Card to the case view #13194
• [DRAFT] Create a Survey request document to a case Person's  #13195
• [DRAFT] Add the new fields and "survey" and "survey_answered" to a case  #13196
• [DRAFT] Add Survey filters and the grid to the case view #13197
• [DRAFT] Add bulk action to send survey requests to multiple cases #13198

Questions:

• Should the "Case Reference Number" field be repurposed to store these unique tokens, or is a new field required?
• Should token generation include options for batch generation by disease type to facilitate easier import into NgSurvey?

[markusmann-vg]

• Big Picture
• Workflow (incl. export? for example)
  to be discussed

[SORMAS-JanBoehme]

Result from the "Big Picture Meeting" on November 25th, 2024:

Tokens are generated in ngSurvey, exported manually and imported into SORMAS.

SORMAS will then use the imported tokens when generating survey invites.

A new card should be added to the case view that allows to create a survey invite access all invites from the past and download them if neccessary.

The following flowcharts describe the general process and the subprocesses:

General:

Upload Tokens:

Generate Survey:

[XavCol]

Hello,
That seems correct.

We need the ability to filter the case list by:

Survey sent: Yes/No
Response received: Yes/No
The purpose of the filter is:

To avoid sending invitations to cases that have already received them (in bulk actions).
To identify individuals who have or have not responded, so they can be recontacted accordingly.
Thanks a lot!