Previously (prior to the updates over the last couple of months) with the periodic email, there were several things that had to happen in order for the emails to actually get sent out to all end clients:
- In the defaults, the "Is ready" button had to be checked, for the specific week
- Under Send Test, I had to click a button and then enter a password in order to send the email
- The email then got sent at some unspecified time that evening, around midnight. I could change the email prior to that point.
Now, in order to send the email:
- In the defaults, the "Is ready" button had to be checked, for the specific week
And that's it. Issues with this:
- The "Is ready" button must be selected long before the email is actually ready. This button is used to mark an email as being visible to host groups. Host groups like to be able to see the toolbox talks selected for upcoming weeks and many add their own content, and request that these emails be editable far in the future. So at any given time, over a month of emails are already marked "is ready" so that the HGs can edit them. Additionally, I believe this button needs to be checked in order to send myself a test and to be able to QA it, whether the email is actually ready or not
- The email gets queued to get sent out at 5, rain or shine, whether it's ready or not. I have no control over it. That cutoff time changed to 4 pm after daylight savings (this was unexpected). As a result, the last weekly email that went out was not ready and had some issues with the webinar, that we had fixed but unfortunately they were fixed after 4pm, and the incorrect email got sent anyway.
TL;DR - the email should not rely on the "is ready" button to be checked--because that does not actually specify when the email is ready to go, the way the workflow goes. There should be an additional button that needs to be checked. Additionally, it'd be nice if it set up the queue at 7 or 8 pm and not a hard/fast 5/4 pm.
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