Merge pull request #2089 from govuk-forms/send-bounce-notifications-to-org-admins-after-7-days

Send bounce notifications to org admins after a week

Author: stephencdaly

app/jobs/schedule_bounce_notifications_job.rb

@@ -6,6 +6,7 @@ def perform
     CurrentJobLoggingAttributes.job_class = self.class.name
     CurrentJobLoggingAttributes.job_id = job_id
 
-    SendBounceNotificationsJob.perform_later(bounced_on_date: Time.zone.yesterday.to_date)
+    SendBounceNotificationsJob.perform_later(bounced_on_date: 1.day.ago.to_date, user_role: :group_admin)
+    SendBounceNotificationsJob.perform_later(bounced_on_date: 8.days.ago.to_date, user_role: :organisation_admin)
   end
 end

app/jobs/send_bounce_notifications_job.rb

@@ -1,7 +1,7 @@
 class SendBounceNotificationsJob < ApplicationJob
   queue_as :bounce_notifications
 
-  def perform(bounced_on_date:)
+  def perform(bounced_on_date:, user_role:)
     CloudWatchService.record_job_started_metric(self.class.name)
     CurrentJobLoggingAttributes.job_class = self.class.name
     CurrentJobLoggingAttributes.job_id = job_id
@@ -11,11 +11,15 @@ def perform(bounced_on_date:)
       form = deliveries.first.form
       group = Api::V2::GroupResource.find(form_id)
 
-      group.group_admin_users.each do |user|
-        BounceNotificationMailer.bounce_notification_to_group_admins_email(form:, user:, deliveries:).deliver_now
+      users = user_role == :organisation_admin ? group.organisation.organisation_admin_users : group.group_admin_users
+
+      users.each do |user|
+        BounceNotificationMailer.bounce_notification_email(
+          form:, group_name: group.name, user:, user_role:, deliveries:, bounced_on_date:,
+        ).deliver_now
       end
 
-      Rails.logger.info "Sent bounce notifications to group admins for bounced deliveries on #{bounced_on_date.strftime('%-d %B %Y')} for form #{form_id}"
+      Rails.logger.info "Sent bounce notifications to #{user_role.to_s.gsub('_', ' ')} users for bounced deliveries on #{bounced_on_date.strftime('%-d %B %Y')} for form #{form_id}"
     end
   end
 end

app/mailers/bounce_notification_mailer.rb

@@ -1,7 +1,7 @@
 class BounceNotificationMailer < GovukNotifyRails::Mailer
   include NotifyUtils
 
-  def bounce_notification_to_group_admins_email(form:, user:, deliveries:)
+  def bounce_notification_email(form:, group_name:, user:, user_role:, deliveries:, bounced_on_date:)
     set_template(Settings.govuk_notify.bounce_notification_to_group_admins_template_id)
 
     # We're assuming that all bounces are for the same reason
@@ -21,6 +21,9 @@ def bounce_notification_to_group_admins_email(form:, user:, deliveries:)
       hard_bounce: make_notify_boolean(hard_bounce),
       soft_bounce: make_notify_boolean(!hard_bounce),
       deadline_date: deadline_date(deliveries),
+      is_organisation_admin: make_notify_boolean(user_role == :organisation_admin),
+      is_group_admin: make_notify_boolean(user_role == :group_admin),
+      contacted_group_admins_paragraph: contacted_group_admins_paragraph(user_role:, group_name:, bounced_on_date:),
     )
 
     mail(to: user.email)
@@ -64,4 +67,11 @@ def deadline_date(deliveries)
     deadline_date_time = earliest_submission_date_time + Settings.submissions.maximum_retention_seconds.seconds
     deadline_date_time.strftime("%-d %B %Y")
   end
+
+  def contacted_group_admins_paragraph(user_role:, group_name:, bounced_on_date:)
+    return "" if user_role == :group_admin
+
+    contacted_date = (bounced_on_date + 1.day).strftime("%-d %B %Y")
+    I18n.t("mailer.bounce_notification.contacted_group_admins_paragraph", group_name:, contacted_date:)
+  end
 end

config/locales/cy.yml

@@ -472,6 +472,7 @@ cy:
       bounced_daily_batch: Daily batch sent at %{sent_at_time} on %{sent_at_date}
       bounced_submission: "%{submission_reference} at %{sent_at_time} on %{sent_at_date}"
       bounced_weekly_batch: Weekly batch sent at %{sent_at_time} on %{sent_at_date}
+      contacted_group_admins_paragraph: We emailed the group admins of the group the form is in, “%{group_name}”, on %{contacted_date}. We have not received a response.
     cannot_reply:
       contact_form_filler_html: "<p>If you need to contact the person who completed this form, you’ll need to contact them directly.</p>"
       contact_form_filler_plain: If you need to contact the person who completed this form, you’ll need to contact them directly.

config/locales/en.yml

@@ -472,6 +472,7 @@ en:
       bounced_daily_batch: Daily batch sent at %{sent_at_time} on %{sent_at_date}
       bounced_submission: "%{submission_reference} at %{sent_at_time} on %{sent_at_date}"
       bounced_weekly_batch: Weekly batch sent at %{sent_at_time} on %{sent_at_date}
+      contacted_group_admins_paragraph: We emailed the group admins of the group the form is in, “%{group_name}”, on %{contacted_date}. We have not received a response.
     cannot_reply:
       contact_form_filler_html: "<p>If you need to contact the person who completed this form, you’ll need to contact them directly.</p>"
       contact_form_filler_plain: If you need to contact the person who completed this form, you’ll need to contact them directly.

config/recurring.yml

@@ -17,6 +17,9 @@ production:
   schedule_weekly_batch_deliveries_job:
     class: ScheduleWeeklyBatchDeliveriesJob
     schedule: every Monday at 2:15am Europe/London
+  schedule_bounce_notifications_job:
+    class: ScheduleBounceNotificationsJob
+    schedule: every day at 2:30am Europe/London
 development:
   delete_submissions_job:
     class: DeleteSubmissionsJob

config/settings.yml

@@ -27,7 +27,7 @@ govuk_notify:
   form_submission_email_template_id: 427eb8bc-ce0d-40a3-bf54-d76e8c3ec916
   form_filler_confirmation_email_template_id: 2d1f36dc-9799-43dd-8673-b631f9e0b4a5
   form_filler_confirmation_email_welsh_template_id: b297c8f1-419e-4af4-b067-b8cad6364daf
-  bounce_notification_to_group_admins_template_id: 9a93a110-c97d-4b51-87f3-a7ec5b9daddc
+  bounce_notification_to_group_admins_template_id: 8062ca3f-3a21-4e1b-847f-cfa45c48ed87
 
 # Configuration for Sentry
 # Sentry will only initialise if dsn is set to some other value

spec/factories/groups.rb

@@ -13,10 +13,10 @@
     end
 
     organisation do
-      {
+      DataStruct.new({
         name: organisation_name,
-        admin_users: build_list(:admin_user, organisation_admin_users_count),
-      }
+        organisation_admin_users: build_list(:admin_user, organisation_admin_users_count),
+      })
     end
   end
 end

spec/jobs/schedule_bounce_notifications_job_spec.rb

@@ -1,9 +1,23 @@
 require "rails_helper"
 
 RSpec.describe ScheduleBounceNotificationsJob do
-  it "schedules a SendBounceNotifications job with yesterday's date" do
-    expect(SendBounceNotificationsJob).to receive(:perform_later).with(bounced_on_date: Time.zone.yesterday.to_date)
+  before do
+    allow(SendBounceNotificationsJob).to receive(:perform_later)
 
-    described_class.perform_now
+    travel_to Time.zone.local(2026, 5, 12, 15, 0, 0) do
+      described_class.perform_now
+    end
+  end
+
+  it "schedules a SendBounceNotifications job to send to group admins with yesterday's date" do
+    expect(SendBounceNotificationsJob).to have_received(:perform_later)
+                                            .with({ bounced_on_date: Date.new(2026, 5, 11), user_role: :group_admin })
+                                            .once
+  end
+
+  it "schedules a SendBounceNotifications job to send to organisation admins with a date of 8 days ago" do
+    expect(SendBounceNotificationsJob).to have_received(:perform_later)
+                                            .with({ bounced_on_date: Date.new(2026, 5, 4), user_role: :organisation_admin })
+                                            .once
   end
 end

spec/jobs/send_bounce_notifications_job_spec.rb

@@ -1,10 +1,11 @@
 require "rails_helper"
 
-RSpec.describe SendBounceNotificationsJob do
+RSpec.describe SendBounceNotificationsJob, :capture_logging do
   include ActiveSupport::Testing::TimeHelpers
   include ActiveJob::TestHelper
 
   let(:bounced_on_date) { Date.new(2026, 5, 6) }
+  let(:user_role) { :group_admin }
 
   let(:form_with_bounces) { build :form }
   let(:other_form_with_bounces) { build :form }
@@ -24,10 +25,10 @@
     end
   end
 
-  context "when there are multiple forms with bounces on the date", :capture_logging do
+  context "when there are multiple forms with bounces on the date" do
     before do
       create_list :delivery, 2, :bounced, :daily_scheduled_delivery, form_id: other_form_with_bounces.id, failed_at: Time.zone.local(2026, 5, 6, 22, 59, 0)
-      described_class.perform_now(bounced_on_date:)
+      described_class.perform_now(bounced_on_date:, user_role:)
     end
 
     it "sends an email per form with bounced submissions" do
@@ -42,21 +43,22 @@
       expect(log_lines).to include(
         hash_including(
           "level" => "INFO",
-          "message" => "Sent bounce notifications to group admins for bounced deliveries on 6 May 2026 for form #{form_with_bounces.form_id}",
+          "message" => "Sent bounce notifications to group admin users for bounced deliveries on 6 May 2026 for form #{form_with_bounces.form_id}",
         ),
         hash_including(
           "level" => "INFO",
-          "message" => "Sent bounce notifications to group admins for bounced deliveries on 6 May 2026 for form #{other_form_with_bounces.form_id}",
+          "message" => "Sent bounce notifications to group admin users for bounced deliveries on 6 May 2026 for form #{other_form_with_bounces.form_id}",
         ),
       )
     end
   end
 
-  context "when the group has multiple group admins" do
+  context "when notifying the group admins" do
+    let(:user_role) { :group_admin }
     let(:group) { build :group, group_admin_users_count: 2 }
 
     before do
-      described_class.perform_now(bounced_on_date:)
+      described_class.perform_now(bounced_on_date:, user_role:)
     end
 
     it "sends an email to each group admin" do
@@ -66,5 +68,40 @@
         group.group_admin_users.second.email,
       )
     end
+
+    it "logs that it sent the notifications to the group admins" do
+      expect(log_lines).to include(
+        hash_including(
+          "level" => "INFO",
+          "message" => "Sent bounce notifications to group admin users for bounced deliveries on 6 May 2026 for form #{form_with_bounces.form_id}",
+        ),
+      )
+    end
+  end
+
+  context "when notifying the organisation admins" do
+    let(:user_role) { :organisation_admin }
+    let(:group) { build :group, group_admin_users_count: 1, organisation_admin_users_count: 2 }
+
+    before do
+      described_class.perform_now(bounced_on_date:, user_role:)
+    end
+
+    it "sends an email to each organisation admin" do
+      expect(ActionMailer::Base.deliveries.size).to eq 2
+      expect(ActionMailer::Base.deliveries.map(&:to).flatten).to contain_exactly(
+        group.organisation.organisation_admin_users.first.email,
+        group.organisation.organisation_admin_users.second.email,
+      )
+    end
+
+    it "logs that it sent the notifications to the organisation admins" do
+      expect(log_lines).to include(
+        hash_including(
+          "level" => "INFO",
+          "message" => "Sent bounce notifications to organisation admin users for bounced deliveries on 6 May 2026 for form #{form_with_bounces.form_id}",
+        ),
+      )
+    end
   end
 end