GRADESMATCH WIKI

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**WHAT IS EMAIL CONFIGURATION**

Email configuration is receiving an email and being able to do something about it.
	1.1 Contextualize a message for the consultant
	example:
		institutionId: 22
			This is the institution Id
		subject: Chemical Engineering Assessment
		intent: ConsultantMessage
			The intent is meant to send the contextualized "message" to a consultant
		scope: []
		message: "Urgent: UP Engineering Assessment. Encourage the learner to take the assessment before the closing date". 
		QA: true
			If QA is true, the config has been tested and is working. If false, the config has not been tested
		bodyFilter: Chemical Engineering Assessment
			This is a unique text taken from the Body/HTML of the email
		pdfFilter: Online Chemical Engineering Assessment
			This is a unique text taken from the attachment of the email. Recommended that you use REster, pdftext API to select the text

1.2 Contextualize a message for the learner
		example:
			institutionId: 22
				This is the institution Id
			subject: Chemical Engineering Assessment
			intent: ApplicantMessage
				The intent is meant to send the contextualized "message" to the learner
			scope: []
			message: "Hi {name},
					Thank you for paying your booking fee. Your room is secured! 🎉
					In the new year, if you choose to reside at the Respublica residence of your choice, you will have to check in before lectures commence. 
					Tips on check-in will be provided, closer to the time."
					
				This is the message that will be on the ticket
			QA: true
				If QA is true, the config has been tested and is working. If false, the config has not been tested
			bodyFilter: "Chemical Engineering Assessment"
				This is a unique text taken from the Body/HTML of the email
			pdfFilter: "Online Chemical Engineering Assessment"
				This is a unique text taken from the attachment of the email. Recommended that you use REster, pdftext API to select the text

NB: This email configuration will create a ticket for a consultant/ team. The ticket will be sent via email to the technical support consultant. Then the technical support consultant will forward it to the relevant team lead

1.3 Validate the status of an application
		example:
			institutionId: 22
			subject: Acceptance Letter
			intent: ValidStatus
				Check what is the current status of the application 
			scope: [
					name: applicationstatus
						name: reference relates to what will be extracted from the email
					section: constant
						constant means this value remains the same
					value: Provisionally Accepted
					]
			pdfFilter: been conditionally allocated to you
			QA: true

This email config verifies that when we receive this email with all these settings it will create an intent_discovery for the user to the value Provisionally Accepted as well as add the institution to the PAInstitution & SoftOffer columns for the user
		
		
	1.4 Validating the data
		example:
		institutionId: 22
			subject: Confirmation of Application
			intent: ValidData
				Verify if the data from an email was captured correctly to the matrix
			scope: [
					name: username
						name: reference relates to what will be extracted from the email
					section: body
						body means everything that appears in the freeform box, including salutation and all the content in the email
					startafter: enter your username (
						startafter setting tells the code to start after the words
					endlength: 9
						endlength is how long the username is
					endbefore: ) and newly
						endbefore setting tells the code to end before the words
					]
			QA: true

This email config verifies that when we receive this email with all these settings it will create an intent_discovery for the user to have username. It will include the password and reference if the settings for these were included.

1.5 Ignoring an email
		example:
			institutionId: 22
			subject: Chemical Engineering Webinar
			intent: Igonre
				Do nothing once this type of email has been received
			scope: []
			QA: true
				If QA is true, the config has been tested and is working. If false, the config has not been tested
				
This email config will ignore the email if it comes through and do nothing about it. Of course, you are allowed to include more settings like pdfFilter or bodyFilter

NB: All email configurations should be unique so that there is no confusion in the code. All ApplicantMessage intents should be reviews yearly as some of them contains date and these needs to be reviewed.

**USEFUL INFORMATION**

Please review this yearly and always read the emails as this is subject to change

- SMU Offers: +/-3 days ---- Sent both SMS and email
  - UWC Offers: +/-3 days
  - Wits Offers: +/-5 days
  - Unisa Offers: +/- 10 days
  - UFS Science Faculty Offers: +/- 5 days
  - UFS Other Faculties: +/- 3 days
  - SPU Offers: +/- 5 days ---- Sent by SMS first then by email
  - VUT Offer: +/ 5 Days

When you search for an  email from the message collection

1. Wits(Attachment): (exact match)
  - UW_AD_UGAA_N.pdf ---- Outstanding Docs (Application fee, HS certificate)
  - UW_AD_UGF0_N.pdf ---- Firm Offer
  - UW_AD_UGD6_N.pdf ---- Waiting for Gr12 results 
  - UW_AD_UGD4_N.pdf ---- Submit final academic record and certificate of good conduct
  - UW_AD_UGD3_N.pdf ---- Waiting for Gr12 results (Education)
  - UW_AD_UGPR_N.pdf ---- Provisional Acceptance
  - UW_AD_UGS2_N.pdf ---- NBT reminder for HS
  - UW_AD_UGS1_N.pdf ---- NBT reminder for BSc & Speech 
  - UW_AD_UGS4_N.pdf ---- Architectural Studies' exercise -> link provided in the attachment
  - UW_AD_UGR15N.pdf ---- ???
  - UW_AD_PGDF5.pdf  ---- Postgraduate Outstanding documents (For learners applied for PG studies)
  - UW_AD_UGR11N.pdf ---- Architectural Rejection based on not submitting the exercise or attending the interview
  - UW_AD_UGD8_N.pdf ---- Waitlist
  - UW_AD_UGR19N.pdf ---- Rejected
  - UW_AD_UGD4_N.pdf ---- registered learner applying for another qualification
  - UW_SF_BALSPO.pdf ---- Overdue fees for registered learners
  - UW_AD_UGR7_N.pdf ---- Rejected (Grade 14 or transitioning from another university)
  - UW_AD_PGA2_N.pdf ---- Postgraduate qualifications

2. SU(Attachment): (partial match)
  - PROVISIONAL_OFFER_LETTER_             ---- Provisional Acceptance
  - Offer_Letter_			  ---- Firm Offer

3. UCT(HTML): (partial match)
  - CONDITIONAL OFFER OF A STUDY PLACE FOR 		---- 	Provisional Acceptance
  - OFFER: CONDITIONAL OFFER OF A STUDY PLACE 	        ---- 	Provisional Acceptance
  - OFFER: STUDY PLACE FOR 			        ---- 	Firm Offer
  - CONFIRMATION OF OFFER 				----	Firm Offer

4. RU (Attachment): (partial match)
  - TT ---- deposit has been waived because, on the application, you indicated you would be applying for NSFAS
  - AP ---- Waitlist
  - O1 ---- Provisional Acceptance (Ask Lusani, this is a conditional offer between 
  - FF ---- Outstanding documents
  - RE ---- Rejected
  - LW ---- Offer that will expire in the next two weeks
 
5. UP(Attachment): (partial match)
  - _M06.PDF ---- Medicine email that only you will be considered if medicine was the first choice
  - _M08.PDF ---- HS Scie Conditional Acceptance
  - ??.PDF 	 ---- HS Waitlist
  - _A67.PDF ---- Confirmation email that you meet the minimum requirements and doesn't guarantee admission to the program
  - _AA5.PDF ---- Confirmation email containing student number
  - _M40.PDF ---- Biographical Information for Health Qualification
  - _A44.PDF ---- Conditionally Admitted
  - _A42.PDF ---- Conditionally Admitted (Computer Science & Engineering) - department specific
  - _A41.PDF ---- Admitted
  - _A31.PDF ---- Rejected because Medicine or HS qualification was not a 1st choice
  - _W00.PDF ---- Residence placement reservation
  - _V00.PDF ---- Vet Scie
  - _H17.PDF ---- Drama auditions
  - _H12.PDF ---- Mandotary selection ID
  - _AI5.PDF ---- Visa Issuity Authority (Not config)
  - _A68.PDF ---- Waitlist or Programme Full (For Engineering and Computer Science) - department-specific

6. NWU(pdf): (exact match)
  - PVA006.pdf ---- Conditionally Acceptance
  - PVA014.pdf ---- Acceptance
  - PVA002.pdf ---- Programme Full (Met requirements, however, due to capacity) for education
  - PVA002.pdf ---- Rejected based on a selection process (For selection programs)
  - PVA007.pdf ---- Assessment/Interview
  - PVA018.pdf ---- Outstanding Docs
  - PVA003.pdf ---- Referred to the relevant faculty (Pending) --- could also mean that there are docs missing
  - AAA103.pdf ---- Application deleted (welcome to apply again)
  -

7. UFS (Attachment): (exact match)
  - DENYUGRD2019.pdf 	---- Rejected
  - UFS_DDEF.pdf 		---- Pending
  - CONDLETCOV.pdf 		---- Conditional
  - UV_ADMIT_COV.pdf 	---- Accepted

**CPANEL NAVIGATION**

What to do when emails are stuck, and no user is receiving any incoming emails?

- Log in to the cPanel account
  - Click on "Email Accounts"
  - In the search textbox, enter "unlimited"
  - Click "Check Email" for the respective domain. This action will lead you to the unlimited account
Check if the mailbox is empty. If it is, this indicates that emails are coming through. Alternatively, the emails might be in the spam filters.

**Navigating to Spam Filters**

You would only use this if a specific email doesn't come through. Examples of emails that were stuck here in the past were Sasol emails, WSU emails, and mostly bursary emails.

- From cPanel, navigate to Professional Spam Filters
  - Click on the admin.bridgeapp.co.za domain
  - n the left-side menu bar, click on "Spam Quarantine"

Use the Query Rules:
  * You can search using a From, Recipient, Subject, etc. These options can be selected from the drop-down menu. Use any information available. 
  * You can decide whether to use an exact match or contains. These options can be chosen from the drop-down list.
  * Then, in the textbox, you may paste the From, Recipient, or Subject.

If the email(s) are found, you need to add the email address to Global Filters (This is explained at the bottom, describing what it is and how to work with it). Adding it to Global Filters ensures that the From address is not considered as spam anymore.

If the email is not found in the spam quarantine, navigate to Track Delivery.

**Track Delivery Navigation**

Here, you are checking if the email did come through; however, it is not visible to the user. 
  - From cPanel, navigate to Track Delivery
Here you'll see all emails that have come through for users
    * The Event column is color-coded: 
    * the green email has been received, 
    * the red email did not get sent; however, gradesmatch received it. In this case, reach out to Lusani.
    * and the grey email means the email has been greylisted. 
The list gets deleted within 10 days of receiving the email.

This is to check if the email was received or not. If the email address does not appear here, it means the issue is not with Gradesmatch but is external.

**Global Email Filters**

Global Email Filters are emails that usually arrive broken; they come either without a To address or are marked as spam, and Gradesmatch wants them not to be marked as spam. Additionally, these emails come via the queue. Queued emails mean that they first come to cPanel and then go to the user's inbox, while piped emails go straight to the user's inbox.

- From cPanel, navigate to Global Email Filters
  - Click on "edit"
  - Scroll to the end, click the "+" button if you want to add or "-" if you want to remove an email address
  - When you add, make sure the rules follow exactly like others. Change "or" to an "and" and "contains" to "does not contain"
  - Click save

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