Notification System

Problem

• FIX: Email Notification Issue WHAT WAS HAPPENING I identified and fixed several issues with the RFI (Request for Information) email notification system: 1. DUPLICATE EMAILS TO ROYSTON Royston was receiving multiple copies of the same email notification (sometimes 3-5+ duplicates) whenever an RFI was created or updated. Why this happened: When a project had multiple Royston users assigned (as the main customer contact, additional contacts, or division contact), the system was converting each of them to the Royston group email address, but not removing the duplicates afterward. So if 3 Royston users were on a project, the system sent 3 identical emails to [redacted]. What I fixed: I adjusted the order of operations so the system now:
• First converts all Royston users to the single group email address
• Then removes any duplicate email addresses
• Result: Only 1 email is sent to Royston, no matter how many Royston users are on the project 2. MISSING EMAIL NOTIFICATIONS In some cases, email notifications weren't being sent at all when they should have been. Why this happened: The system was checking if the email template was active at the wrong time. When it found an inactive template, it would stop processing emails for everyone, not just skip that one notification. What I fixed: I moved the template check to happen right at the start, before processing any recipients. This prevents the system from incorrectly stopping mid-process and ensures emails are only skipped when they're supposed to be. 3. DUPLICATE EMAILS TO OTHER CLIENTS Some clients were receiving duplicate emails if the same person was listed in multiple roles on a project (e.g., listed as both the main contact and an additional contact). Why this happened: The system was collecting email recipients from different places (main customer, additional contacts, division contacts) and wasn't checking if the same person appeared more than once. What I fixed: I added a check to remove duplicate recipients before sending emails. Now if the same person is listed in multiple roles, they only receive one copy of each email. 4. BULK EMAIL PROCESSING There was a minor technical issue with how the system read files for bulk email operations. What I fixed: Corrected how the system locates and reads email queue files to ensure reliable processing of bulk notifications. SUMMARY I fixed 4 issues causing duplicate and missing RFI email notifications. Royston SHOULD receive exactly one email per notification instead of multiple duplicates, and all clients will have more reliable email delivery.

Impact

Enhanced notification accuracy and delivery, ensuring stakeholders receive timely alerts on project activities.