This processor runs every day at noon and is responsible for the following:

• Updates the Document Order Item Status to Sent for Delivery if the status is Processed and sends an email notification to the consumer:
  • Produces and delivers notifications to each digital official document consumer as often as their unique specified frequency demands, when an order is ready for download¹⁾.
• Produces and delivers notifications to each digital official document consumer, when one or more documents have not been downloaded and are going to expire.
• Updates the Document Order Item Status to Expired if the status is Sent for Delivery and the Official Document Pdf Expiry Date is before today

Important: the notifications/emails provided by this notification processor are the ONLY way to access the Digital Official Documents Application to download the documents. The user must meet all criteria to access the document and have the most recent active URL provided to the user to access the application.

All emails will be sent to the Digital Official Document Link Email Address associated to the Digital Official Document Consumer.

• Note: In the PASI test environments, only email addresses on the Enforced Test Email List may be used for testing.

This processor will leverage the notification frequency preference set by the Digital Official Document Consumer as well as information about the last time the URL was accessed.

The actual day of the week that the weekly emails are sent to DOD Consumers will vary based on when the order was submitted.

For example, if the order was placed on a Monday before noon the mail will go out Monday and every Monday, until the documents are downloaded/actioned. If another order for the same DOD Consumer is submitted on a Thursday they will get the email on Thursday and every Thursday, until the documents are downloaded.

This Background Processor uses the following information to do its processing:

• Digital Official DocumentConsumer
  • Digital Official DocumentConsumer Name
  • Digital Official DocumentConsumer Status
  • Is Deleted
  • Official Document Link Email Address
  • Official Document Link Email Frequency
• Document Order Item
  • Delivered On Date
  • Document Delivery Method
  • Document Order Category
  • Document Order Item Number
  • Document Order Item Type
  • Is Deleted
  • Processed On Date
  • Recipient Name
  • Recipient Type
  • Special Handling Status
  • Status
  • Status Change Reason

This process requires the following web configurations:

• DigitalTranscriptAccessEnabled
  • toggles the process on and off
• DigitalOfficialDocumentAccessTesting
  • When true, the process runs every hour from 9:00 AM to 6:00 PM; when it is false, the process runs at 12:00 PM daily.
• DigitalOfficialDocumentPDFExpiryInDays
  • Created to allow testing of the expiration dates conveniently. Value defaulted to 30 days.
• DigitalOfficialDocumentNotificationLinkExpiryInDays
  • Created to allow testing of the expiration dates conveniently. Value defaulted to 30 days.

When a digital official document order item expires, the Document Order Item Status should be set to “Expired” and the Status Change Reason should be set to “Digital Official Document Expired”

For each active Digital Official Document Consumer where the:

• Email Notification Frequency = Daily/Weekly
• The Link Created Date of the last link sent (Link Created Date) to the consumer = one day/week from (prior to) the day the processor runs
• And a Transcript or Credential Document Order Item associated to the Digital Official Document Consumer exists with:
  • A Document Delivery Method = Digital Official Document
  • A Document Order Item Status of “Ready for Delivery’

1. Send a “Available for Download” email to the Digital Official Document Link Email Address for the Digital Official Document (see below)
2. Create a new Digital Official Document Notification record for the Digital Official Document Consumer with:
   1. A GUID that represents a unique link (URL) to the Digital Official Document application
   2. Link Created Date = Current date
   3. Link Expiry Date = Current date + 31 days
3. Check the Link Expiry Date on any links that were previously sent to the consumer:
   1. If the Link Expiry Date on the previous link for the consumer sent is in the future, set it to the current date. Otherwise, no changes needed to the Link Expiry Date.
4. Update the status of all of the Document Order Items that were found in a Status of Ready for Delivery to Sent for Delivery
5. Update the Delivered On Date of all of the Document Order Items that were found in a Status of Ready for Delivery to the current date and time
6. Update the Digital Official Document PDF Expiry Dates on all Document Order Items that were found in a Status of Ready for Delivery to Current date + 30 days

For each Digital Official Document Notification record where there is one or more Official Document Order Item(s) associated to the Digital Official Document Consumer that exists with:

• A Document Delivery Method = Digital Official Document
• An order item status of Sent for Delivery
• A Digital Official Document Pdf Expiry Date that is 1 day from the current date

1. Send an “About to Expire” email notification to the Official Document Link Email Address for the Digital Official Document(see below)
2. Set the Reminder Sent Date to the current date
   1. Note: The same (existing) link that was sent in the Ready for Download email is sent in the About to Expire email.

This Background Processor produces the following information:

“Alberta Education Digital Official Documents Ready for Download”

“Attention {Digital Official Document Consumer Name}, One or more official documents are available for you to download. To access these official documents, click the following link. {Digital Official Document Application LINK} Official Documents are only accessible to users with an Education Account. To create an Education Account, visit the {website} and select “I’m new, sign me up”. Please note:

• Links sent in previous emails are no longer valid
• This link will expire on {Link Expiry Date} or when a new email is received
• Official documents are accessible up to 30 days after they are first made available and for one day after they are first downloaded
• All activity pertaining to viewing and downloading official documents is tracked and audited

Do not reply to this email. For more information, please contact {transcripts}.”

Where:

• {Digital Official Document Consumer Name} = Digital Official Document Consumer Name of the recipient consumer
• {Digital Official Document Application LINK} = The link to the Digital Official Document Application page related to the GUID stored on the Digital Official Document Notification. The link will instigate a new application instance of the user’s default browser.
• {Link Expiry Date} = Link Expiry Date stored on the Digital Official Document Notification - 1
• {website} = A link with the text: ‘website’ which is a hyperlink to:
  • The link to the Digital Official Document Access page related to the GUID stored on the Digital Official Document Notification. The link will instigate a new application instance of the user’s default browser.
• {transcripts} = A link with the text: “Alberta Education's Transcripts and Diplomas” that goes to the link: https://education.alberta.ca/transcripts/contact-us/

“Access to one or more Alberta Education Digital Official Documents will expire soon”

“Attention {Digital Official Document Consumer Name}, Access to one or more official documents will expire tomorrow. {Digital Official Document Application LINK} Official documents are only accessible to users with an Education Account. To create an Education Account, visit the {website}, and select “I’m new, sign me up”. Please note:

• All activity pertaining to viewing and downloading official documents is tracked and audited

Do not reply to this email. For more information, please contact {transcripts}.”

Where:

• {Digital Official Document Consumer Name} = Digital Official Document Consumer Name of the recipient consumer
• {Digital Official Document Application LINK} = The link to the Digital Official Document Access page related to the GUID stored on the Digital Official Document Notification. The link will instigate a new application instance of the user’s default browser.
• {website} = A link with the text: ‘website’ which is a hyperlink to:
  • The link to the Digital Official Document Access page related to the GUID stored on the Digital Official Document Notification. The link will instigate a new application instance of the user’s default browser.
• {transcripts} = A link with the text: “Alberta Education's Transcripts and Diplomas” that goes to the link: https://education.alberta.ca/transcripts/contact-us/