Merge pull request #4662 from cielf/user_docs_cont_iv

User docs cont iv

Gemfile.lock

@@ -801,4 +801,4 @@ DEPENDENCIES
  webmock (~> 3.23)
 
 BUNDLED WITH
- 2.5.16
+ 2.5.19

docs/user_guide/bank/getting_started_choices.md

@@ -0,0 +1,21 @@
+DRAFT USER GUIDE
+
+This page is a work in progress until we are all done.
+
+# Some up front things to think about
+
+Human Essentials is designed to help you manage your inventory and your relationship with partners, while also providing at least some information to help with your grant writing.
+
+Some questions that will help you when you are setting up Human Essentials. This is not a complete list.
+
+- Do you (your bank) want to start out immediately with my partners making requests, or do you want to just track our distributions for awhile first?
+- Do you run on a monthly cycle, or more on an adhoc basis?
+- What information do you need from our partners (see [Partner Profile](pm_partner_profiles.md) for what you *can* collect in the system - this is somewhat configurable)?
+- Do you need to get all that information from your partners before they can enter requests? 
+- Do you have different groups of partners allowed to request different items? (if so, you'll want to look at [Partner Groups](pm_))
+- Who should have admin access? (See [Access Levels](getting_started_access_levels.md))
+- Do you repackage items into 'kits'? (common for period-focused banks)
+- How do you want your partners requesting from you? (By # of individuals for each item, by quantity of each item, or by specific child (we don't recommend that unless they really have the need.) This is covered more in ["The Request Distribution Cycle"](pm_request_distribution_cycle.md))
+- If quantity, do you want to have our partners request in # of items, or in some other units (for instance packs, for diapers )
+
+[TODO: This is a work in progress until we have completed everything else.]

docs/user_guide/bank/pm_adding_a_partner.md

@@ -1,2 +1,7 @@
 # Adding a single partner
 To add a single partner, you can either Click on the "Add a Partner" button in the "Getting Started" section of your dashboard (if you are, indeed, just getting started), or click "Partner Agencies" in the left-hand menu, then "All Partners", then "New Partner Agency".
+[TODO: Needs screenshots of navigation]
+
+This just sets up the partner in your bank so you can distribute to them. If you want them to be able to make requests, you'll need to [invite](pm_inviting_a_partner.md) them.
+
+[Prior - Importing Partners](pm_importing_partners.md) [Next - Partner Groups](pm_partner_groups.md)

docs/user_guide/bank/pm_announcements.md

@@ -1 +1,33 @@
-Not yet written
+DRAFT USER GUIDE
+
+# Partner announcements
+
+Partner announcements are a great way to let your partners know about temporary situations -- like when you need to put some limits on what you can give out of a particular size. Some banks also use them to point to other resources.
+These announcements appear on the partner's dashboard, so they'll be there whenever the partner logs in.
+
+## How to create an announcement
+
+Click on "Partner Agencies" in the left hand menu, then "Partner Announcement". This will bring up a list of all your partner announcements.
+
+![all announcments screen](images/partners/partners_announcements_1.png)
+
+Click the "New Announcements" button to bring up a form for a new announcement
+
+[TODO: Also check that the "SEnt by" actually has meaning. As org_admin1, it just says "N/A".]
+![new announcement screen](images/partners/partners_announcements_2.png)
+
+Here you can fill in 
+- Up to 500 characters for your announcement. 
+- a URL for more information (useful for pointing to resources on your site)
+- an expiry date. This is optional - you can leave announcements up 'forever' if you want. The expiry date is the last day the announcement will be shown [TODO: confirm that it's not the first day it's *not* shown.]
+
+Then, as soon as you click "Broadcast announcement", the partners will see it when they log in.
+
+## Changing an announcment
+Simply click "edit" in the actions column beside the announcement you want to change, make your changes, and click "Broadcast announcement"
+
+## Deleting an announcement
+You may want to clear out your older announcements. You can click "delete" beside any announcement to remove it from your view. It also will be deleted from the partner's view, if it was not yet expired.
+
+
+[Prior: Other partner information](pm_other_information.md) [Next: Inventory -- Items](inventory_items.md)

docs/user_guide/bank/pm_approving_a_partner.md

@@ -1 +1,36 @@
-Not yet written
+DRAFT USER GUIDE
+
+
+[TODO: Upcoming change review -- terminology. I feel like these are going to be done before the first pass is through so I'm leaving the screenshots out for the nonce.]
+
+# Approving partners
+
+There are three paths in to reviewing a partner's information before approving them to make requests -- 
+
+1/ There is a list of partners awaiting approvals on the dashboard. To start the approval process, click "Review Application";
+
+[TODO: Screenshot]
+
+2/ Click "Partner Agencies" and "All Partners" in the left-hand menu, then "Review Application" beside the partner.
+
+[TODO: Screenshot]
+
+or 
+3/ Click "Partner Agencies" and "All Partners" in the left-hand menu, then click the partner name. Scroll down to see the partner profile information, which starts just below the "Approve Partner" button
+
+[TODO: Screenshot]
+
+----------------------------------
+
+In any of these cases, you can view all the answers in the profile. If something needs changing, you can do it yourself by clicking the "Edit Information" button, or the partner can make the change. 
+
+See [Partner profiles](partner_profiles.md) for details on the partner profile.
+[TODO: Link should go to the part of partner profiles that lists all the fields]
+
+Once you have reviewed the partner's info, and want to approve them to make requests, click the "Approve Partner " button. 
+[TODO: Screenshot]
+
+You should see a "Partner Approved!" message, and the status of the partner will show as "Approved"
+[TODO: Screenshot]
+
+[Prior - Partner Profiles](pm_partner_profiles.md) [Next - Requesting Recertification](pm_requesting_recertification.md)

docs/user_guide/bank/pm_editing_a_partner.md

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+DRAFT USER GUIDE
+
+# Editing a partner
+
+Note - this is editing a partner's basic information, not their [profile](pm_partner_profiles.md)
+
+You can edit a partner's basic information by clicking [Partner Agencies] in the left-hand menu, then [All Partners], then click on the partner you want to work with.
+
+That will bring up this screen:
+
+[TODO: Screenshot]
+
+Click "Edit Partner Information" to bring up this screen:
+
+[TODO: Screenshot]
+
+Make your changes, and click "Update Partner" to save.
+
+[Prior: Partner Groups](pm_partner_groups.md)[Next: Inviting a partner](pm_inviting_a_partner.md)

docs/user_guide/bank/pm_importing_partners.md

@@ -1 +1,25 @@
-Not yet written
+DRAFT USER GUIDE
+# Importing partners
+
+**N.B.** We've set up importing partners as a process you can only run once to prevent accidental imports and writing over existing partners.
+
+To import partners, you will need a .csv file containing their information -- this will just be the partner business name and primary contact email. 
+
+We do provide an example file -- to get it, click on "Partner Agencies", "All Partners", then "Import Partners". (If you are a brand-new bank you might have gotten here through the "Getting Started" instructions on the dashboard.)
+![Navigation to import](images/partners/partners_importing_1.png)
+You will see a pop-up with a "Download example CSV" button (A) on it. Clicking that will download an example file for partner uploads.
+![Partners import popup screen with instructions and buttons for downloading example, choosing import file, and importing the CSV](images/partners/partners_importing_2.png)
+
+That file is named partners_template.csv, and you should be able to find it in your downloads directory. 
+
+You can edit this in your favourite spreadsheet program, or just as a text file. 
+
+
+When you have the information completed, navigate back to that same pop-up ( click on "Partner Agencies", "All Partners", then "Import Partners" )
+Now, follow the instructions under "2. Upload your CSV file " -- click "Choose File" (B), and pick the .csv file you've edited. The file name will appear after the "Choose File" button. Then, click "Import CSV".
+
+If you see "Partners were imported successfully!", that's good! You should review the list of partners on that page to make sure that all of the partners were imported -- if there was a badly formatted email, that partner will not appear.
+If you should get a "500" error, it most likely means that your file is not formatted properly.
+
+[Prior - The request/distribution cycle](pm_request_distribution_cycle.md) 
+[Next - Adding a partner](pm_adding_a_partner.md)

docs/user_guide/bank/pm_inviting_a_partner.md

@@ -1 +1,59 @@
-Not yet written
+Draft User Guide
+# Inviting a partner
+
+Before a partner can make requests, they have to be invited and approved.
+
+When they are invited, they will receive an email with a link so that they can set up their password.
+These links expire[TODO: How long?], but if they don't respond in time, 
+you can direct them to use the "Forgot your password?" function on the sign-in page
+(https://humanessentials.app/signin) to get a new link to set their password.
+
+## Invite or Invite-and-Approve?
+There are two options for enabling partners to request. 
+
+The first, default, option is:
+
+1/ You invite the partner.
+
+2/ They click on the link and set up their password.
+
+3/ They then sign in and go into their "My Organization", update the profile information you need (se [profile](pm_partner_profiles.md).
+
+4/ They submit it for your approval
+
+5/ You approve it (there may be some back and forth here!)
+
+6/ They can now make requests.
+
+If you choose "Use One step Partner invite and approve process?" in ["My Organization"](getting_started_customization.md),
+then the sequence is:
+
+1/ You invite and approve the partner.
+
+2/ They click on the link and set up their password.
+
+3/ They can now make requests.
+
+The *disadvantage* to the second method is that it may be harder to extract any
+information you do need from your partners which can impact your grant-writing and 
+your annual reports.
+
+# How to invite a partner
+
+1/ Click on "Partner Agencies" in the left hand menu, then "All Partners"
+2/ Find the partner you wish to invite.
+3/ Click on the "Invite and Approve" button for that partner.
+
+[TODO: Add screenshot]
+
+# How to invite and approve a partner
+First, make sure that you have "Use one-step partner invate and approve process" chosen in ["My Organization"](getting_started_customization.md).
+Then...
+
+1/ Click on "Partner Agencies" in the left hand menu, then "All Partners"
+2/ Find the partner you wish to invite.
+3/ Click on the "Invite and Approve" button for that partner.
+
+[TODO: Add screenshot]
+
+[Prior: Partner Groups ](pm_partner_groups.md) [ Next: Partner Profiles](pm_partner_profiles.md)

docs/user_guide/bank/pm_making_a_partner_inactive.md

@@ -1 +1,35 @@
-Not yet written
+DRAFT USER GUIDE
+
+# Making a partner inactive
+
+Unfortunately, sometimes a partner will cease operations. Should that occur, you can make them inactive. This does not remove their historical information, but they won't appear in your selections, or in the all partners list (unless you specifically choose "Deactivated")
+
+To deactivate a partner:
+
+Go to the All Partners list (click on "Partner Agencies", then "All Partners" in the left hand menu),then click on the partner name to bring up that partner's screen.
+
+[TODO: Screenshot]
+
+Then click on "Deactivate Partner". A confirmation screen will appear. Click "OK".
+
+[TODO: Screenshot]
+
+You'll see a message that the partner is successfully deactivated, and they will not appear in the all partners list.
+
+## But what if I need to see them?
+
+If you need to see their information, go to the all partners list, and click on the "Deactivated" link.
+This will bring up a list of all the deactivated partners. You can then click on them to view their information.
+
+[TODO: screenshot]
+
+## Can I reactivate them?
+
+Yes. Bring up the list of deactivated partners, then click on the "Reactivate" button beside the partner. Click "Ok" on the confirmation window that pops up.
+
+
+[TODO: screenshot] 
+
+This will bring them up in the same status as they were when you deactivated them.
+
+[Prior: Requesting recertification](pm_requesting_recertification.md) [Next: reactivating a partner](pm_partner_reactivation.md)

docs/user_guide/bank/pm_other_information.md

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+DRAFT USER GUIDE
+
+There are a few other things with partners that didn't fit into any of the sections above:
+
+1/ You can see the families served, children served and zipcodes served
+How do we get these numbers? 
+[TODO: confirm how we determine families, children, zipcode in this case]
+- Families served -- if the partner is using child requests, this is a count of the families they have entered.
+- Children served -- if the partner is using child requests, this is a count of active children (confirm),
+- Zipcodes - these are directly from the zipcodes entered in the partner profiles
+- [TODO: Should we also show counties served?]
+2/ You can see the prior distributions for this partner, at the bottom of the view of the partner.
+
+[Prior: Administering partner users](pm_partner_user_admin.md)[Next: Partner announcements](pm_announcements.md)

docs/user_guide/bank/pm_partner_groups.md

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+DRAFT USER GUIDE
+# Partner Groups
+
+You may have reasons that some partners are treated differently than others. Reasons we've seen for this include:
+- Some banks have 'tiers' of partners, where some partners have different rules about what and when they can request. 
+- Some banks have grants that are tied to specific geographic areas, and set up specific items for those grants (that only partners in those geographic areas can request)
+
+Partner groups allow you to manage that. They allow you to set the item categories (see [Item Categories](inventory_items.md)) that a group can request
+[TODO: Point at the precise place in Inventory Items that that is at.]
+
+If you are going to use partner groups, you should 
+1/ Set up your item categories 
+2/ Assign items to them 
+3/ Set up the groups, 
+4/ Then assign a group to the partners on an individual basis -- so you may want to set up your groups before adding your partners.
+
+# Adding a partner group
+In the left-hand menu, click on "Partner Agencies", then "All Partners". The Partner Agencies list will appear. There are two tabs in this list "Partners" and "Groups". Click on "Groups".
+Then click on "New Partner Group"
+![Navigation for adding a partner group](images/partners/partners_groups_1.png)
+This will bring up a form like this (the categories will be different):
+![New partner group form](images/partners/partners_groups_2.png)
+## Fields in the partner group form
+### Name
+This is the name your bank will use to refer to the partner group. It is not visible to the partners, and is not used in any reports. It does have to be unique among your partner groups.
+### Which Item Categories Can They Request?
+This lists the item categories you entered (in (see [Item Categories](inventory_items.md)))
+
+The partners who are in this group will only be able to request the items in the categories you check here. Note that they will not be able 
+they will not be able to request any items that are not in a category
+
+For clarity - if you do not choose any categories, they will not be able to choose any items, so if you are using partner groups, you have to use item categories.
+
+### Do you want to send deadline reminders to them every month?
+This works in conjunction with "Reminder day" and "Deadline day", which is set on an organization level (see [Getting Started - Customization](getting_started_customization.md))
+
+# What if a partner isn't in a group?
+If a partner is not in a group, they can request any item that is visible to partners.
+If a partner is not in a group, they will receive reminder emails, if they have been set up on an organization level [TODO: double-check the code for that]
+
+[Prior - Adding a partner](pm_adding_a_partner.md)
+[Next - Inviting a partner](pm_inviting_a_partner.md)