✨ Email notifications - Participants are sent emails once meetings conclude

Cc: @suiyangqiu @calumjs @joshbermanssw @yaqi-lyu
Hi team

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Pain

When meeting transcripts/analysis finish processing in SSW.Tiger, participants are currently notified only via a Microsoft Teams DM. This can be missed by users who don’t consistently check Teams, and there is no alternative notification channel for users who prefer email.

Suggested Solution

Add a feature that allows for emails to be sent out with dashboard links once Tiger completes processing a dashboard

• Default behavior should remain unchanged (Teams DM continues to be sent).
• The email should include a clear message (e.g. “Your meeting analysis is ready”) and a link to the meeting/analysis.
• The email should include other tidbits such as:
  • Attendees
  • Speaker breakdown

Acceptance Criteria

Acceptance Criteria defines the requirements that must be met for the story to be completed. This is WHAT must be done.

See https://www.ssw.com.au/rules/acceptance-criteria.

1. Users receive an email notification when a meeting is done processing
2. The email contains a link to the relevant meeting/analysis page.
3. The email contains more information than just the MS Teams DM, should include additional information such as the date, attendees, etc.

Tasks

Tasks help developers to track small bits of work needed to meet the ACs. This is HOW the work will be done.

- [ ] Identify where the “processing completed” notification event is raised.
- [ ] Add a persisted user preference for email notifications.
- [ ] Add UI to opt in to email notifications.
- [ ] Add UI to opt out of email notifications.
- [ ] Implement email sending for the “processing completed” notification.
- [ ] Add email template content with the meeting/analysis link.
- [ ] Ensure Teams DM notifications continue to send regardless of email preference.
- [ ] Add tests for email opt-in behavior.
- [ ] Add tests for email opt-out behavior.

More Information

Email notification should be an additional channel (not a replacement) and must be user-controllable (opt in/out).

Thanks!

Start by locating where the “processing completed” notification event is raised, then trace the existing Teams DM flow. Add persisted email preferences, opt-in/opt-out UI, email delivery and template content with the meeting link and additional details; verify the acceptance criteria and test both opt-in and opt-out behavior while Teams notifications continue.