CDR Tickets

Attachment Correspondence Letter Standardization Chart to RH 5_19_12.doc has been added with description: Correspondence Mailer Standardization Project

BZDATETIME::2013-05-09 18:04:16
BZCOMMENTOR::Robin Juthe
BZCOMMENT::1

Revising priority after the discussion in today's CDR meeting.

I will update this issue with the new signature block info. We need to determine which address to use (FedEx or US Postal Mail).

BZDATETIME::2013-05-30 10:28:58
BZCOMMENTOR::Robin Juthe
BZCOMMENT::2

We've decided to go with the FedEx address as the standard address for the correspondence mailers. I'm updating the attachment describing the changes.

Attachment Correspondence Letter Standardization Chart 5_30_13.doc has been added with description: Correspondence Letter Standardization Project - Updated

BZDATETIME::2013-06-05 08:15:20
BZCOMMENTOR::Bob Kline
BZCOMMENT::3

Should I be applying the font changes only in places where the current document has the font family and size exactly as specified in the second ("Current") column of the tables? Or are the entire documents supposed to have a uniform font/size? Also, I notice the welcome letter(s) are referred to in the "Summary List" row of the "Attached Documents" table, but they (there are two, one of them "short welcome") don't show up in the first ("Editorial Board") table. Should those letters stay at 10.5 TNR? Finally, "double space" in typing and typography generally refers to the practice of leaving a single blank line between each line of text. Is that what you meant here, or did you intend to convey "leave two blank" lines where you wrote "double space," and "leave three blank lines" where you wrote "triple space"?

[From email message sent by Robin 2013-08-07]

Hi Bob,

I am trying to add a comment in JIRA but it keeps spinning.

Here is my comment in the meantime:

I think we discussed these questions in a CDR meeting, so I will try to recall what we decided to do.

1. We would like all of the mailers to use a consistent font throughout, so please do not just look for the places that have TNR 10.5. The letter and attached documents should use a consistent font. We had some concern about changing everything to Arial 12pt though, since that may through off the one-page response forms. I think you were going to try changing one of the letters (perhaps the Editorial Board Invitation letter) to Arial 12pt and we could take a look before you made changes to any of the others.

2. This list of mailers is incomplete. You are right that some of the letters (e.g., short welcome) are not there. However, we would like all of the correspondence mailers to be updated with the font changes, closing spacing, and Shady Grove address.

3. By double space, we mean leave ONE blank line. By triple space, we mean leave THREE blank lines. You didn't get that? ;-)

Thanks!

These are a couple of editorial board invitation letters (one with and one without the subgroup section) using the modifications requested by this issue.

These letters look good. However, I noticed a couple of other places where the contact information should be updated:

1. Response sheet - Address at the top of the page. Please use the following:
National Cancer Institute
Office of Communications and Education
9609 Medical Center Drive, MSC 9760
Rockville, MD 20850
Phone: 240-276-6600 Fax: 240-276-7679

2. Response sheet - Fax numbers. Please update the fax number in both places to 240-276-7679 (it appears in bold in two places on the form, in addition to the address block already mentioned above).

Thanks.

All of the correspondence mailers have been modified as requested on DEV. Here's my own list for what needs to get checked in and promoted:

adv-interested.rtf
adv-invitation.rtf
adv-summ-email.rtf
adv-summ-fedex.rtf
adv-thankyou.rtf
conflict-of-interest-form.rtf
ed-ec-renewal.rtf
ed-goodbye-forever.rtf
ed-goodbye.rtf
ed-invitation.rtf
ed-renewal.rtf
ed-short-welcome.rtf
ed-thankyou.rtf
ed-welcome.rtf

You can use that list as a checklist for testing on DEV. Reviewing the output carefully is more critical than it was back when we had direct access to the production server: we want to get everything right for the mailers in this window. Some text is obsolete in the portion which comes from the CDR documents. After you're satisfied that everything else looks right on DEV, you may want to have the changes promoted to QA so you can review using more recent documents.

This would be a good opportunity to detect and eliminate unwanted extra spacing from the documents, which is not as easy to find in XMetaL as it is when looking at printed RTF documents.

I just encountered an error when I tried running the Ed Board Invitation mailer for the Peds Board (on DEV). Here's the description:

Publishing System: Mailers

System Subset: PDQ Board Member Correspondence Mailer [Job settings ]

User Name: rharrison

Output Location: d:/cdr/mailers/output/Job10905

Started: 2013-08-22 09:29:44

Completed: 2013-08-22 09:30:11

Status: Failure

Messages: Miscellaneous document 'NO INVITATION LETTER AVAILABLE' not found

You'll want to take a look at comment 7 of OCECDR-2713.

Unfortunately, JIRA's mechanism for linking directly to specific comments doesn't appear to be working, but if it did you could use this link:

https://tracker.nci.nih.gov/browse/OCECDR-2713?focusedCommentId=311298&page=com.atlassian.jira.plugin.system.issuetabpanels:comment-tabpanel#comment-311298

Well, that explains it! I didn't know that the Peds Board does not use an invitation letter. Thanks.

I've reviewed each of these mailers on DEV. I noticed two things:

1. The COI form is running onto a second page in two mailers:

• Ed Board Renewal

• Ed Board EIC Renewal
  (The Ed Board Invitation letter, which also has the COI form, is fine.)

It looks like there is some extra space at the top of those forms that can be deleted in order to bring that to a single page. If that doesn't do it, then we could widen the margin on the right some (it appears to be wider than the left margin, but I could be wrong).

2. The lists of summaries are still bolded. (Sorry, I didn't catch that in my review of the sample letter.) Could you please un-bold those? The list is included in the following mailers:

• Ed Board Welcome

• Adv Board Still Interested

I've also flagged several places where we'll want to update the text or fix spacing in the CDR Misc Docs, but we can handle those on our own. (Note to self: We'll want to update the fax number in the following Misc docs: AB Still Interested, EB Renewal, EB EIC Renewal. We'll want to update the text to remove 6116 in the EB Short Welcome and EB Welcome. The EB Welcome doc also needs to be updated to include the EBMS and remove info about the citation management system and Board Manual if that is no longer applicable.)

Extra space at the top of the conflict of interest form has been removed on DEV, as has bolding of the summaries list. Please test.

The COI form looks great (now fits on one page), but the contact information on page 2 of the Ed Board Renewal letter and page 2 of the Ed Board EIC Renewal is no longer lined up evenly. It appears to be tabbed over several times on the page. See the letters for the following jobs:

https://cdr.dev.cancer.gov/cgi-bin/cdr/GetBoardMemberLetters.py?job=10932

https://cdr.dev.cancer.gov/cgi-bin/cdr/GetBoardMemberLetters.py?job=10934

Verified the un-bolded summary topic lists in the Ed Board Welcome and Adv Board Still Interested mailers on DEV.

I believe the problem with the contact information has been fixed. Please check (DEV).

Verified the contact information problem on DEV. Thanks!

More files changed in response to the additional changes requested. Here's the updated list of what needs to be included in the patch for this ticket:

Mailers/cdrmailer.py
Mailers/BoardMemberMailer.py
Mailers/include/adv-interested.rtf
Mailers/include/adv-invitation.rtf
Mailers/include/adv-summ-email.rtf
Mailers/include/adv-summ-fedex.rtf
Mailers/include/adv-thankyou.rtf
Mailers/include/conflict-of-interest-form.rtf
Mailers/include/ed-ec-renewal.rtf
Mailers/include/ed-goodbye-forever.rtf
Mailers/include/ed-goodbye.rtf
Mailers/include/ed-invitation.rtf
Mailers/include/ed-renewal.rtf
Mailers/include/ed-short-welcome.rtf
Mailers/include/ed-thankyou.rtf
Mailers/include/ed-welcome.rtf

Verified in production (spot-checked a few mailers for a few Boards).

I also updated several misc docs to remove 6116 and update the fax number (AB Still Interested, EB Renewal, EB EIC Renewal, EB Short Welcome, and EB Welcome).