3.2Managing Contact Lists – Phase 1

3.2.1 Description and Priority

This feature encompasses the management of contact lists, which are lists of contact persons associated with organizations in the system database, with email addresses. The lists are used in the directory update process by making it possible to send batch update emails to several contacts using the same cover letter in the body of the email. Multiple contact lists can be created and stored in the system database for future update requests. This feature is a medium priority. It is a helpful feature, but not necessarily required for system operation.

3.2.2 Stimulus/Response Sequences

1. The user selects the option to manage contact lists in the system.

2. The system displays the Contact List Management screen, which contains two options: Create a contact list and edit a contact list.

3. The user selects the new contact list option to create a new contact list, or selects a pre-existing contact list to edit.

4. The system displays the Contact List Editor screen. If the user previously selected an existing list to edit, this screen will be populated with that contact list’s information.

5. The user enters the name of this new contact list, or edits the name of the existing contact list, if desired.

6. The user adds and removes contacts using the Contact List Creation screen.

7. The user selects to save or update this contact list to the system database.

8. The system saves the contact list information to the system database.

9. The system displays the Contact List Management screen.

3.2.3 Functional Requirements

REQ-1: The system shall provide the user with a method of adding and removing contacts from a contact list.

REQ-2: The system shall group the list of all available contacts into categories based on the organization’s type.

REQ-3: The system shall provide a pre-defined contact list for every organization type in the system database. Each of these contact lists will contain all contacts associated with that specific contact type. The contact lists will be dynamically updated with any changes to the system database.

REQ-4: Contacts of different organization types may be added to a single contact list.

REQ-5: The name of the contact list shall be unique from all other contact lists. If a user enters the name of an existing contact list, the system shall notify the user and prompt for a new name for the contact list being saved.

REQ-6: The system shall provide a method for removing user-defined contact lists from the system database.

3.3Mailing Update Requests – Phase 1

3.3.1 Description and Priority

This feature encompasses the functionality needed in the system to send email update requests for organization information by way of their associated contact person. The contact person receives a unique link to the directory website, allowing them to update organizational information online. The priority of this feature is high.

3.3.2 Stimulus/Response Sequences

1. The user selects the “Update Directory” option from the main menu.

2. The system asks the user to choose a Manual or Electronic update. The user should choose Electronic update.

3. The system prompts the user to choose a cover letter. All cover letters currently in the system database will be available for the user to choose from.

4. The user selects a cover letter existing in the system database.

5. The system prompts the user to choose a contact list. All contact lists currently in the system database will be available for the user to choose from.

6. The user selects a contact list existing in the system database.

7. The system will display a preview of the email content to the user, along with the list of organization names contained in the selected contact list.

8. The user selects the button to send out the email messages.

9. The system generates an email message with the selected cover letter to each email address in the selected contact list.

10. The system sends the email messages to the email server, which forwards the email messages to their destinations.

3.3.3 Functional Requirements

REQ-1: The system shall send an email to every contact person in a selected contact list.

REQ-2: The email messages that are sent by the system shall contain the following:

Sender: <TBD>

Receiver: <email address of contact person>

Subject: <user defined>

Message Body:

Dear <contact name>,

<Cover Letter Contents>

<Unique web link for updating their organization information>

REQ-3: The email message shall be generated in plain text, with no rich text or HTML formatting.

REQ-4: The email message shall have a return email address of a STEP-EMS email account (to be determined).

REQ-5: The system shall provide the user with a method for entering a customized subject line for the email messages.