Caseflow: Adjust options for schedule hearing admin actions from attorneys

[laurjpeterson]

When attorneys assign Schedule hearing admin actions to VLJ Support, the hearing branch needs VLJ Support to confirm that a hearing actually needs to be scheduled, so they aren't assigned schedule hearing tasks that don't need to be scheduled, and therefore delay the Veteran's appeal.

Related slack thread.

AC

• When VLJ Support is assigned a Schedule hearing task, give them the following options in the Actions drop down:
  
  
  
  • Hearing does not need to be scheduled, send back to attorney
  
  
  • Hearing does need to be scheduled, send to hearing branch
  
  
• If user selects Hearing does not need to be scheduled, send back to attorney, follow current send back to attorney behavior
• If user selects Hearing does need to be scheduled, send to hearing branch follow current send to hearing branch behavior

Note

• Current send to hearing branch behavior for legacy appeals is changing VACOLS location to 57. We now know that Caseflow Hearing Schedule uses the CASEFLOW location for cases that need a hearing. I don't think we should change the behavior to changing the location to CASEFLOW right now, because I assume that there are additional things that would need to happen in order to replicate what happens during the nightly location 57 --> CASEFLOW location job so the case shows up correctly in Caseflow Hearing Schedule.

[lowellrex]

SMALL. Update ColocatedTask.available_actions_with_conditions() with this new logic.

[aroltsch]

If user selects Hearing does not need to be scheduled, send back to attorney, follow current send back to attorney behavior.

@laurjpeterson currently, if it is a hearing schedule or translation task, there is no option to send it back to the attorney. Do we want to add that new option?

[aroltsch]

@youngfreezy Test scenarios that should be present in the PR in spec/feature/queue/colocated_task_queue_spec.rb:

1. When a vjj user sends a legacy case to the schedule hearing team, ensure the case location is set to “57”. Case location is saved in BRIEFF.BFCURLOC
2. When a vjj user sends a legacy case to the attorney, ensure the case is visible under attorney’s queue. Follow example here: https://github.com/department-of-veterans-affairs/caseflow/blob/master/spec/feature/queue/colocated_task_queue_spec.rb#L30

[youngfreezyVA]

Hi @aroltsch for #1, this is what I did to verify. is this correct?
https://www.evernote.com/l/AM5TrrPjjLhFnpQcpsXV96aI3OQp5UhpQIQ

[aroltsch]

This is correct as well!

[laurjpeterson]

What I'm proposing in the original AC is for the following options to be available in the Actions dropdown:

Actions drop down:

• Hearing does not need to be scheduled, send back to attorney (this is what i think answers your question - yes, let's add the send back to attorney option)
• Hearing does need to be scheduled, send to hearing branch (replaces the existing "Send to hearing branch" action)
• Place hold
• Cancel task

[youngfreezyVA]

hey @lowellrex, @aroltsch and I were just discussing, these two methods:
tasks_controller.rb

def update
    tasks = task.update_from_params(update_params, current_user)
    tasks.each { |t| return invalid_record_error(t) unless t.valid? }

    tasks_to_return = (queue_class.new(user: current_user).tasks + tasks).uniq

    render json: { tasks: json_tasks(tasks_to_return) }
  end

and
models/tasks/colocated_task.rb:

  def location_based_on_action
    # need to add more logic to differentiate between sending back to attorney 
    # or specific location number when vlj selects "Schedule hearing, send back to attorney"
    binding.pry
    case action.to_sym
    when :translation, :schedule_hearing
      LegacyAppeal::LOCATION_CODES[action.to_sym]
    else
      assigned_by.vacols_uniq_id
    end
  end

need to be updated in order for a vlj user to actually send back a colocated task to an attorney. right now the location is being set to 57 in location_based_on_action. Anya suggested waiting for you to get back so we can discuss the right approach. I will ping you on Tuesday when you're back!

[lowellrex]

Can we train folks to use the "Cancel task" option and update ColocatedTask.location_based_on_action() to correctly route the legacy case to the assigner when the task is cancelled?

[laurjpeterson]

@lowellrex - I think the main motivation behind the ticket was to make sure VLJ Support Staff investigated whether a hearing actually needed to be scheduled, rather than just sending everything to the hearing branch.

I think you're right, we can accomplish this with just the Cancel task option, though we'll need to make sure our users understand it. Options are now:

• Hearing does need to be scheduled, send to hearing branch (replaces the existing "Send to hearing branch" action)
• Place hold
• Cancel task

(We could also add language to the Cancel task option, like "Cancel task, return case to previous owner" - is this generic enough to be used everywhere?)

I also think we may want to re-name the "Schedule hearing" task name to "Investigate potential missed hearing" or something like that, so VLJ Support Staff are motivated to confirm that a hearing needs to be scheduled.

[lowellrex]

Agree with your entire comment LP! Sounds like a good path forward.

[youngfreezyVA]

@lowellrex - I think the main motivation behind the ticket was to make sure VLJ Support Staff investigated whether a hearing actually needed to be scheduled, rather than just sending everything to the hearing branch.

I think you're right, we can accomplish this with just the Cancel task option, though we'll need to make sure our users understand it. Options are now:

• Hearing does need to be scheduled, send to hearing branch (replaces the existing "Send to hearing branch" action)
• Place hold
• Cancel task

(We could also add language to the Cancel task option, like "Cancel task, return case to previous owner" - is this generic enough to be used everywhere?)

I also think we may want to re-name the "Schedule hearing" task name to "Investigate potential missed hearing" or something like that, so VLJ Support Staff are motivated to confirm that a hearing needs to be scheduled.

@laurjpeterson does this mean Assign to Privacy Team shouldn't be included in the options above?

[laurjpeterson]

@youngfreezyVA - i do not think Assign to Privacy Team should be there.

@lowellrex added Assign to Privacy to be an option for all Colocated tasks back in Oct/Nov in response to something from VLJ Support, so will ask him to explain further if he wants to keep it.

I recognize removing Assign to Privacy might warrant its own separate github issue and if so, you don't need to finish it within this ticket. if it's easy to do though, great!

[lowellrex]

so will ask him to explain further if he wants to keep it.

I think it's fine to get rid of that option for schedule hearing tasks.