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EPIC: Add Grant ID support to event registration
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Description

As a grant officer, I want organizers to be able to specify the grant ID when they configure event registration, so that I can more easily track and analyze event impact.

Background: Some organizers within the Wikimedia movement receive grants from the Wikimedia Foundation Funds to support their events. We would like to make it easier for grant officers at the Wikimedia Foundation to understand the impact of the grant that they offer to organizers. To do this, we will allow organizers to optionally add the grant ID to their event registration configuration, so that the grants team can later query to look into the outcomes of events that received grant funding, such as the number of participants.

Priority: This is high-priority for Advancement.

Acceptance Criteria:

  • When an organizer is configuring the event registration form, they should be able to optionally add the grant ID
  • The details of the field are as follows:
    • The organizer should be able to add the numbers of the grant ID only, e.g., 1234-1234
    • The grant ID section should be the last section in the registration configuration form
    • The label for the field should be "Grant ID"
    • The grant ID information should be entered as freeform text
    • There should be help text that reads:

If this program or event is supported by a grant from the Wikimedia Foundation, please provide your Grant ID, which you can find in the Grantee Portal (Fluxx). Please enter the numbers and dashes in your grant ID, but exclude the letters. For example, if your grant ID is G-1111-1111, please enter 1111-1111.

    • The field should have the placeholder «e.g. 1201-3302»
  • When the organizer chooses to enable registration, we should validate that the grant ID is valid.
    • If it is valid, the registration should be enabled
    • If it is invalid, the organizer should not be able to enable registration:
      • They should receive a error message, which reads: "The Grant ID you entered seems to be incorrect. Please double-check your Grant ID in the Grantee Portal (Fluxx) and re-enter."
      • They can only enable registration if they update the grant ID to a valid ID or leave the grant ID field blank.
    • If there is an error due to the Fluxx API:
      • The user should see the following message: "There was an issue with validating your Grant ID. You can try submitting the form again in a few minutes. If the issue persists, you can still submit the form without a Grant ID and add it later by editing the event details."
      • They cannot enable registration until the issue is resolved, unless they leave the field blank.
  • The organizer should be able to edit the grant ID in the following way:
    • When they edit registration, they should see the grant ID as editable text
    • They should be able to edit the grant ID text and save changes
    • The same validation logic applies to editing grant ID as it does to first entering the grant ID
  • The grant ID should only be viewable in Special:EventDetails for event organizers.

Design
Design specs for the form field
Design specs for event details

Screenshot 2023-10-26 at 14.24.58.png (1×2 px, 472 KB)
Screenshot 2023-10-26 at 14.33.01.png (762×2 px, 153 KB)
image.png (899×1 px, 144 KB)

Related Objects

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Resolvedcmelo
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DeclinedSpikecmelo
ResolvedIflorez
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ResolvedMHorsey-WMF
ResolvedAklapper
ResolvedDaimona
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Resolvedmmartorana
Resolved Ladsgroup
Resolvedcmelo
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Event Timeline

There are a very large number of changes, so older changes are hidden. Show Older Changes

@ifried Does the last AC "The grant ID should not be displayed in the event page user interface. It should only be viewable in the organizer view when configuring or editing registration." also mean that the GrantID wouldn't show up in the organizer view of the event details page?

@gonyeahialam The designs look good, but one of them has the word editing twice ("editing editing") in the copy. Can this be fixed?

As for the EventDetails page, I think that is up to us, if we want to include it for the organizer. The general point is that the grant ID should be viewable and editable by the organizer only. Do you think it would be useful to include it in the EventDetails page? I think it probably would be useful, since the organizer would only ever see it when configuring or editing registration, which is not a very common process. This could make it harder to spot an error. Do you agree? If you do, then yes, we can also have designs for EventDetails. Thanks for pointing this out!

I am working on adding Grant ID to event details but I am a bit stuck on finding the most appropriate logo. @ifried would like your feedback on the logo.

Event details tab.png (899×1 px, 113 KB)

@Rmaung and @KEchavarriqueen, any recommendations on what icon would be most appropriate for grant ID (see previous comment from our designer with an example). We will be showing the grant ID and the icon to the organizers only, and we would ideally like to pick an image that reflects the purpose or impact of the grant ID. Let us know if you have any suggestions! Are there any logos or icons that the Grants team usually uses?

On this meta page for grants you can view the icons currently used-- I think it would make sense to mirror the one used for the grantee portal ("Add ltr") but if that presents an issue I think the star would be a safe choice.

On this meta page for grants you can view the icons currently used-- I think it would make sense to mirror the one used for the grantee portal ("Add ltr") but if that presents an issue I think the star would be a safe choice.

Thank you @Rmaung. From your experience, which of these symbols would organizers most likely relate to Wikimedia grants?

If either, the Add ltr. But I wouldn't say either icon would have much recognition/relation to Wikimedia grants among grantees. The WMF logo might make more sense/be more recognizable as these are WMF-specific funds.

Hi @ifried and @gonyeahialam I would like to check with you on the grant ID format we will ask the organizer to provide, for what I saw in the designs on the tasks, it says:

e.g. G-RF-1201-3302

But I remember we mention that we would be asking only the digits, so it would be only:
e.g. 1201-3302

So I am wondering if we will really be asking the full grant ID, if we do, we will need to update T346956 AC, also it adds a small complexity on the code which is make a regex to remove the "G-RF-" before sending it to be validated, because the API only accept the digits like "1201-3302"

Hi @ifried and @gonyeahialam I would like to check with you on the grant ID format we will ask the organizer to provide, for what I saw in the designs on the tasks, it says:

e.g. G-RF-1201-3302

But I remember we mention that we would be asking only the digits, so it would be only:
e.g. 1201-3302

So I am wondering if we will really be asking the full grant ID, if we do, we will need to update T346956 AC, also it adds a small complexity on the code which is make a regex to remove the "G-RF-" before sending it to be validated, because the API only accept the digits like "1201-3302"

@cmelo What was the reason behind deciding to use only digits?

@gonyeahialam: We chose to exclude the "G" to make it an easier implementation for the engineers. If you look at the comment from Claudio above, he explains the complexity in including the "G" from a technical perspective. Overall, we are choosing to focus on the absolute MVP for grant ID support for now, since the team is expected to work on Event Discovery this quarter.

Before I update the AC, I want to confirm with @Rmaung if it is okay if we exclude the "G." I believe we discussed this in the past, but I want to confirm in this ticket. Btw, today is a US holiday, so we will probably not hear from her today.

@ifried
We would need to modify the description/helper text above to clearly inform organizers to only input the numbers.
If organizers are not used to using the numbers alone, the chances of the organizers making mistakes will increase

@gonyeahialam: Yes, if we do indeed confirm when we hear back from Rebecca that it can be the numbers only, we can update the design to have explainer text.

Hi all-- for MVP purposes the numbers are fine. As long as we specify to grantees that we want the last 8 digits and show an example in the the text, we are fine.

Okay, update :) I spoke with @cmelo and it is a very small amount of work to allow organizers to provide the full grant ID, so we will not require the organizer to add only the last 8 digits. This means the designs can stay the same and the organizers can add in the full grant ID. cc @gonyeahialam and @Rmaung

Okay, update :) I spoke with @cmelo and it is a very small amount of work to allow organizers to provide the full grant ID, so we will not require the organizer to add only the last 8 digits. This means the designs can stay the same and the organizers can add in the full grant ID. cc @gonyeahialam and @Rmaung

Okay, great.

@KEchavarriqueen and @Rmaung: We have talked about this some more, and we will actually need to implement the Grant ID in such a way that we only have the organizer input the numbers rather than also the letters. This is because the Fluxx API does not validate the letters, so if an organizer first inputs the grant ID with letters and then needs to edit the grant ID, they would not see what they had fully input but only the numbers, which could confuse them. We want to aim for the organizer to see the same grant ID for both when they first input the data and if they choose to edit the data. For this reason, we will be doing numbers only and providing instructional text for the organizers within the user interface.

@gonyeahialam: I have updated the copy for grant ID based on the fact that we will be asking for numbers only. Here is my suggestion; what do you think?

"If this program or event is supported by a grant from the Wikimedia Foundation, please provide your Grant ID, which you can find in the Grantee Portal (Fluxx).
Please enter the numbers and dashes in your grant ID, but exclude the letters. For example, if your grant ID is G-1111-1111, please enter 1111-1111."

@gonyeahialam: I have updated the copy for grant ID based on the fact that we will be asking for numbers only. Here is my suggestion; what do you think?

"If this program or event is supported by a grant from the Wikimedia Foundation, please provide your Grant ID, which you can find in the Grantee Portal (Fluxx).
Please enter the numbers and dashes in your grant ID, but exclude the letters. For example, if your grant ID is G-1111-1111, please enter 1111-1111."

This looks good. There are two instances of the word 'please'. I suggest removing one of them to make it simpler:
"If this program or event is supported by a grant from the Wikimedia Foundation, please provide your Grant ID, which you can find in the Grantee Portal (Fluxx). Enter the numbers and dashes in your grant ID, but exclude the letters. For example, if your grant ID is G-1111-1111, please enter 1111-1111."

@gonyeahialam just to flag (and I think this is a mistake that originated with me) the grant ID has an extra digit (so the copy would read "For example, if your grant ID is G-1111-11111, please enter 1111-11111." @cmelo can you confirm?

@gonyeahialam just to flag (and I think this is a mistake that originated with me) the grant ID has an extra digit (so the copy would read "For example, if your grant ID is G-1111-11111, please enter 1111-11111." @cmelo can you confirm?

Hi @Rmaung and @gonyeahialam, yes that is it, thanks!!!

Hi @ifried and @gonyeahialam could you tell me which one is right, we have on the AC the following sentence:

The grant ID should not be displayed in the event page user interface. It should only be viewable in the organizer view when configuring or editing registration.

But the third screenshot on the description of this task has a design to add the grant ID on event details.

So I am wondering which one is the right, I mean should we add the grant ID on event details or not?

Hello @cmelo! I have updated the AC; thanks for catching that! The grant ID should only be viewable in the UI for the organizers of the event, but it should not be viewable by non-organizers. It can be viewable by the organizers when configuring registration, when editing registration, or on the EventDetails page.

Hello @cmelo! I have updated the AC; thanks for catching that! The grant ID should only be viewable in the UI for the organizers of the event, but it should not be viewable by non-organizers. It can be viewable by the organizers when configuring registration, when editing registration, or on the EventDetails page.

Thank you!

Hi Ilana-
Does this mean the work is done?

Thank you,
Kassia

Hello, @KEchavarriqueen! No, the project is not done yet, but we'll let you know when it is ready! What happened is that we finished one specific sub-task for the project, but the whole project itself is still in progress. When the whole project is done, we will close this ticket (T321814) and reach out to the Grants team.

@KEchavarriqueen no, Ilana just resolved one of the sub-tasks. If you look at the "related objects" list above you can see the outstanding tasks/in-progress tasks within the epic. I believe the team is about to start a testing phase.

Daimona changed the task status from Open to In Progress.Nov 16 2023, 2:17 PM
Daimona subscribed.

All tasks have been closed, hence resolving this.