System use case specification receive email alert for documental expirations - ESG-Project/documentation GitHub Wiki
← Home / Requirements / System Use Cases / System Use Cases Specification
| Identification | UC11 |
| Use case | Receive email alert for documental expirations |
| Actors | Administrator, Technician |
| Stakeholders and interests | Consulting company: Ability to receive notifications about pending and upcoming expirations. |
| Pre-conditions | User has a role as an administrator or technician; Has at least one registered client; Has at least one registered project; Has at least one registered license or craft. |
| Minimum guarantees | System sends an email. |
| Success guarantees | User receives an email containing the expiration information. |
Main Success Scenario
| User Action | System Response |
|---|---|
| 1. This use case begins when the system identifies the time of day corresponding to the activation trigger of the script | 2. The system fetches the expiration data of all licenses, conditions, crafts, and protocols of each company |
| 3. The system formats an email organizing the expirations | |
| 4. The system sends the email to the registered emails to receive them | |
| 5. The user receives the email with the expiration information |
Alternative Flows
2a No expirations found
| User Action | System Response |
|---|---|
| 1. The system detects that there are no upcoming expirations | |
| 2. The system skips the email sending process |
4a Email sending fails
| User Action | System Response |
|---|---|
| 1. The system detects a failure in sending the email | |
| 2. The system logs the error | |
| 3. The system retries sending the email | |
| 4. The system notifies the system administrator if the retry fails |
Special Requirements
- Email Format: The system must format emails in a clear and organized manner.
- Expiration Data: The system must include all relevant expiration information in the email.
- Email Delivery: The system must ensure reliable email delivery.
- Error Handling: The system must handle email sending failures gracefully.
- Logging: The system must maintain logs of email sending attempts and results.
- Retry Mechanism: The system must implement a retry mechanism for failed email deliveries.
- Notification Preferences: The system must respect user notification preferences.
- Email Templates: The system must use standardized email templates for consistency.
- Data Privacy: The system must ensure sensitive information is properly protected in emails.
- Scheduling: The system must support configurable email alert schedules.