Update email automation (#199)

backend/emails/emails.js

@@ -1,43 +1,25 @@
-const { EMAIL_RECIPIENTS } = require('../models/constants')
+const { EMAIL_RECIPIENTS, ADMIN_GROUP_EMAIL } = require('../models/constants')
 const { sendEmail } = require('../service/sendEmail')
 const { getUserByUID } = require('../service/users.service')
 
-const FINANCE_GROUP_EMAIL = '[email protected]'
-const DivisionEmails = {
-    software: '[email protected]',
-    mechanical: '[email protected]',
-    business: '[email protected]',
-    electrical: '[email protected]',
-}
-
 const currencyFormatter = new Intl.NumberFormat('en-CA', {
     style: 'currency',
     currency: 'CAD',
 })
 
 const getEmailToSection = async (reporter_id, recipients) => {
-    const emailToSet = new Set([FINANCE_GROUP_EMAIL])
+    const emailToSet = new Set([ADMIN_GROUP_EMAIL])
 
     if (recipients.includes(EMAIL_RECIPIENTS.admin)) {
-        // TODO: use ADMIN_IDENTIFIERS (rename to ADMIN_EMAILS) after migrating to new onboarding data
+        emailToSet.add(ADMIN_GROUP_EMAIL)
     }
 
     if (recipients.includes(EMAIL_RECIPIENTS.coordinator)) {
-        // TODO: determine which is the correct coordinator email
         // emailToSet.add('[email protected]')
-        // emailToSet.add('[email protected]')
-    }
-
-    if (recipients.includes(EMAIL_RECIPIENTS.director)) {
-        // TODO: get director emails
     }
 
     if (recipients.includes(EMAIL_RECIPIENTS.faculty_advisor)) {
-        // emailToSet.add('[email protected]')
-    }
-
-    if (recipients.includes(EMAIL_RECIPIENTS.finance)) {
-        // emailToSet.add(process.env.WATO_FINANCE_FINANCE_EMAIL)
+        // TODO: emailToSet.add('[email protected]')
     }
 
     if (recipients.includes(EMAIL_RECIPIENTS.reporter)) {
@@ -47,10 +29,6 @@ const getEmailToSection = async (reporter_id, recipients) => {
         }
     }
 
-    if (recipients.includes(EMAIL_RECIPIENTS.team_captain)) {
-        // TODO: get team captain emails
-    }
-
     return [...emailToSet].map((Email) => ({ Email }))
 }
 
@@ -129,18 +107,19 @@ const getTicketLinkHTML = (ticketPath) => `
     </p>
 `
 
-const sendEmailPPRCreatedToApprovers = async (ppr) => {
-    const Subject = `[Seeking Approval] ${ppr.codename}`
+// ******************** UPR EMAILS ********************
+
+const sendEmailUPRCreatedToApprovers = async (upr) => {
+    const Subject = `[Seeking Approval] ${upr.codename}`
     const HTMLPart =
         getMainMessageHTML(
-            'A new Personal Purchase Request needs your approval!'
+            'A new UW Finance Purchase Request needs your approval!'
         ) +
-        (await getPPRTicketInfoHTML(ppr)) +
-        getTicketLinkHTML(ppr.path)
-    const To = await getEmailToSection(ppr.reporter_id, [
+        (await getUPRTicketInfoHTML(upr)) +
+        getTicketLinkHTML(upr.path)
+    const To = await getEmailToSection(upr.reporter_id, [
         EMAIL_RECIPIENTS.faculty_advisor,
-        EMAIL_RECIPIENTS.team_captain,
-        EMAIL_RECIPIENTS.director,
+        EMAIL_RECIPIENTS.admin,
     ])
 
     await sendEmail({
@@ -150,18 +129,17 @@ const sendEmailPPRCreatedToApprovers = async (ppr) => {
     })
 }
 
-const sendEmailUPRCreatedToApprovers = async (upr) => {
-    const Subject = `[Seeking Approval] ${upr.codename}`
+const sendEmailUPRApprovedToCoordinator = async (upr) => {
+    const Subject = `[Ready to Buy] ${upr.codename}`
     const HTMLPart =
         getMainMessageHTML(
-            'A new UW Finance Purchase Request needs your approval!'
+            `A new UW Finance Purchase Request has been approved! Please purchase the approved item(s).<br>
+            After purchase, update the purchase order number and requisition number at the ticket link below.`
         ) +
         (await getUPRTicketInfoHTML(upr)) +
         getTicketLinkHTML(upr.path)
     const To = await getEmailToSection(upr.reporter_id, [
-        EMAIL_RECIPIENTS.faculty_advisor,
-        EMAIL_RECIPIENTS.team_captain,
-        EMAIL_RECIPIENTS.director,
+        EMAIL_RECIPIENTS.coordinator,
     ])
 
     await sendEmail({
@@ -209,7 +187,7 @@ const sendEmailUPRPurchasedToCoordinator = async (upr) => {
     })
 }
 
-const sendEmailUPRReadyForPickupToCoordinator = async (upr) => {
+const sendEmailUPRReadyForPickupToReporter = async (upr) => {
     const Subject = `[Ready for pickup] ${upr.codename}`
     const HTMLPart =
         getMainMessageHTML(
@@ -220,25 +198,48 @@ const sendEmailUPRReadyForPickupToCoordinator = async (upr) => {
     const To = await getEmailToSection(upr.reporter_id, [
         EMAIL_RECIPIENTS.reporter,
     ])
+    const Cc = await getEmailToSection(upr.reporter_id, [
+        EMAIL_RECIPIENTS.coordinator, // cc'd for convenience if reporter needs to contact coordinator
+    ])
 
     await sendEmail({
         Subject,
         HTMLPart,
         To,
+        Cc,
     })
 }
 
-const sendEmailPPRApprovedToReporter = async (ppr) => {
-    const Subject = `[Ready to Buy] ${ppr.codename}`
+const sendEmailUPRPickedUpToAdmin = async (upr) => {
+    const Subject = `[Picked up] ${upr.codename}`
+    const HTMLPart =
+        getMainMessageHTML(`${upr.codename} has been picked up!`) +
+        (await getUPRTicketInfoHTML(upr)) +
+        getTicketLinkHTML(upr.path)
+    const To = await getEmailToSection(upr.reporter_id, [
+        EMAIL_RECIPIENTS.admin,
+    ])
+
+    await sendEmail({
+        Subject,
+        HTMLPart,
+        To,
+    })
+}
+
+// ******************** PPR EMAILS ********************
+
+const sendEmailPPRCreatedToApprovers = async (ppr) => {
+    const Subject = `[Seeking Approval] ${ppr.codename}`
     const HTMLPart =
         getMainMessageHTML(
-            `Your Personal Purchase Request has been approved! Please purchase the approved item(s).<br>
-            Upload your proof of purchase at the ticket link below to request reimbursement.`
+            'A new Personal Purchase Request needs your approval!'
         ) +
         (await getPPRTicketInfoHTML(ppr)) +
         getTicketLinkHTML(ppr.path)
     const To = await getEmailToSection(ppr.reporter_id, [
-        EMAIL_RECIPIENTS.reporter,
+        EMAIL_RECIPIENTS.faculty_advisor,
+        EMAIL_RECIPIENTS.admin,
     ])
 
     await sendEmail({
@@ -248,17 +249,17 @@ const sendEmailPPRApprovedToReporter = async (ppr) => {
     })
 }
 
-const sendEmailUPRApprovedToCoordinator = async (upr) => {
-    const Subject = `[Ready to Buy] ${upr.codename}`
+const sendEmailPPRApprovedToReporter = async (ppr) => {
+    const Subject = `[Ready to Buy] ${ppr.codename}`
     const HTMLPart =
         getMainMessageHTML(
-            `A new UW Finance Purchase Request has been approved! Please purchase the approved item(s).<br>
-            After purchase, update the purchase order number and requisition number at the ticket link below.`
+            `Your Personal Purchase Request has been approved! Please purchase the approved item(s).<br>
+            Upload your proof of purchase at the ticket link below to request reimbursement.`
         ) +
-        (await getUPRTicketInfoHTML(upr)) +
-        getTicketLinkHTML(upr.path)
-    const To = await getEmailToSection(upr.reporter_id, [
-        EMAIL_RECIPIENTS.coordinator,
+        (await getPPRTicketInfoHTML(ppr)) +
+        getTicketLinkHTML(ppr.path)
+    const To = await getEmailToSection(ppr.reporter_id, [
+        EMAIL_RECIPIENTS.reporter,
     ])
 
     await sendEmail({
@@ -277,13 +278,16 @@ const sendEmailPPRPurchasedAndReceiptsSubmittedToCoordinator = async (ppr) => {
         (await getPPRTicketInfoHTML(ppr)) +
         getTicketLinkHTML(ppr.path)
     const To = await getEmailToSection(ppr.reporter_id, [
-        EMAIL_RECIPIENTS.finance,
         EMAIL_RECIPIENTS.coordinator,
     ])
+    const Cc = await getEmailToSection(ppr.reporter_id, [
+        EMAIL_RECIPIENTS.reporter, // cc'd for convenience if coordinator needs to contact reporter
+    ])
     await sendEmail({
         Subject,
         HTMLPart,
         To,
+        Cc,
     })
 }
 
@@ -296,8 +300,7 @@ const sendEmailPPRReimbursedToReporter = async (ppr) => {
         (await getPPRTicketInfoHTML(ppr)) +
         getTicketLinkHTML(ppr.path)
     const To = await getEmailToSection(ppr.reporter_id, [
-        EMAIL_RECIPIENTS.finance,
-        EMAIL_RECIPIENTS.coordinator,
+        EMAIL_RECIPIENTS.reporter,
     ])
     await sendEmail({
         Subject,
@@ -306,6 +309,8 @@ const sendEmailPPRReimbursedToReporter = async (ppr) => {
     })
 }
 
+// ******************** SF EMAILS ********************
+
 const sendEmailSFReimbursementRequestToCoordinator = async (sf) => {
     const Subject = `[Action Needed] Submit Reimbursement Request ${sf.codename}`
     const HTMLPart =
@@ -342,17 +347,13 @@ const sendEmailSFConfirmReimbursementSubmitToCoordinator = async (sf) => {
     })
 }
 
-const sendEmailSFReimbursementReceivedToTeam = async (sf) => {
+const sendEmailSFReimbursementReceivedToAdmin = async (sf) => {
     const Subject = `[Reimbursed] ${sf.codename}`
     const HTMLPart =
         getMainMessageHTML(`${sf.codename} has been reimbursed!`) +
         (await getSFTicketInfoHTML(sf)) +
         getTicketLinkHTML(sf.path)
-    const To = await getEmailToSection(sf.reporter_id, [
-        EMAIL_RECIPIENTS.finance,
-        EMAIL_RECIPIENTS.coordinator,
-        EMAIL_RECIPIENTS.team_captain,
-    ])
+    const To = await getEmailToSection(sf.reporter_id, [EMAIL_RECIPIENTS.admin])
     await sendEmail({
         Subject,
         HTMLPart,
@@ -365,12 +366,13 @@ module.exports = {
     sendEmailUPRApprovedToCoordinator,
     sendEmailUPRPurchasedToReporter,
     sendEmailUPRPurchasedToCoordinator,
-    sendEmailUPRReadyForPickupToCoordinator,
-    sendEmailPPRApprovedToReporter,
+    sendEmailUPRReadyForPickupToReporter,
+    sendEmailUPRPickedUpToAdmin,
     sendEmailPPRCreatedToApprovers,
+    sendEmailPPRApprovedToReporter,
     sendEmailPPRPurchasedAndReceiptsSubmittedToCoordinator,
     sendEmailPPRReimbursedToReporter,
     sendEmailSFReimbursementRequestToCoordinator,
     sendEmailSFConfirmReimbursementSubmitToCoordinator,
-    sendEmailSFReimbursementReceivedToTeam,
+    sendEmailSFReimbursementReceivedToAdmin,
 }

backend/models/constants.js

@@ -55,6 +55,7 @@ const TICKET_ENDPOINTS = Object.freeze({
 })
 
 const ADMIN_IDENTIFIERS = ['drayside', 'v2zheng', 'jw4he', 'william.li']
+const ADMIN_GROUP_EMAIL = '[email protected]'
 
 module.exports = {
     ENDOWMENT_FUNDS,
@@ -68,4 +69,5 @@ module.exports = {
     AUTH_ROLES,
     EMAIL_RECIPIENTS,
     ADMIN_IDENTIFIERS,
+    ADMIN_GROUP_EMAIL,
 }

backend/service/sendEmail.js

@@ -5,7 +5,7 @@ const mailjet = Mailjet.apiConnect(
     process.env.WATO_FINANCE_MAILJET_SECRET_KEY
 )
 
-const sendEmail = async ({ To, Subject, HTMLPart }) => {
+const sendEmail = async ({ Subject, HTMLPart, To, Cc = [] }) => {
     console.log('📧 Subject:', Subject)
     console.log('📬 Recipients:', To)
     try {
@@ -16,6 +16,7 @@ const sendEmail = async ({ To, Subject, HTMLPart }) => {
                         Email: process.env.WATO_FINANCE_FINANCE_EMAIL,
                     },
                     To,
+                    Cc,
                     Subject,
                     HTMLPart,
                 },

backend/service/sponsorshipfunds.service.js

@@ -9,7 +9,7 @@ const {
 const {
     sendEmailSFReimbursementRequestToCoordinator,
     sendEmailSFConfirmReimbursementSubmitToCoordinator,
-    sendEmailSFReimbursementReceivedToTeam,
+    sendEmailSFReimbursementReceivedToAdmin,
 } = require('../emails/emails')
 
 const getAllSponsorshipFunds = () => {
@@ -79,7 +79,7 @@ const updateSponsorshipFund = async (id, body) => {
     }
 
     if (status === 'REIMBURSED') {
-        await sendEmailSFReimbursementReceivedToTeam(annotatedSponsorshipFund)
+        await sendEmailSFReimbursementReceivedToAdmin(annotatedSponsorshipFund)
     }
 
     return newSponsorshipFund

backend/service/uwfinancepurchases.service.js

@@ -9,7 +9,8 @@ const {
     sendEmailUPRApprovedToCoordinator,
     sendEmailUPRPurchasedToCoordinator,
     sendEmailUPRPurchasedToReporter,
-    sendEmailUPRReadyForPickupToCoordinator,
+    sendEmailUPRReadyForPickupToReporter,
+    sendEmailUPRPickedUpToAdmin,
 } = require('../emails/emails')
 
 const getAllUWFinancePurchases = () => {
@@ -53,7 +54,12 @@ const updateUWFinancePurchase = async (id, body) => {
     // ORDERED -> READY_FOR_PICKUP
     if (body.status === 'READY_FOR_PICKUP') {
         const annotatedUPR = await getUWFinancePurchase(id)
-        await sendEmailUPRReadyForPickupToCoordinator(annotatedUPR)
+        await sendEmailUPRReadyForPickupToReporter(annotatedUPR)
+    }
+    // READY_FOR_PICKUP -> PICKED_UP
+    if (body.status === 'PICKED_UP') {
+        const annotatedUPR = await getUWFinancePurchase(id)
+        await sendEmailUPRPickedUpToAdmin(annotatedUPR)
     }
     return newPurchaseTicket
 }