XS✔ ◾ Clarifying Turn Emails Into PBIs (#8274)

* Rework emails into PBIs rule

* Fixing wording with Daniel and Nick

* add new pbi prefix

rules/turn-emails-into-pbis/rule.md

@@ -58,34 +58,34 @@ Better Prioritization
 Easily accessible by anyone in the team
 :::
 
-### Steps to turn an email into a PBI
+### New PBI - Steps to turn an email into a PBI
 
 It's important that you follow the right steps so that the PBI contains all the information someone would need to find the original email thread, and also so that the original sender knows where the PBI is, and whether it has completed.
 
 1. Create a PBI in the backlog and give it a name
 
 2. Copy the **email header** into the top of the PBI, indent it and add the words "Based on email chain:" so that the email can be found later.
 
-3. Replace the users with GitHub usernames (where possible), if you'd like to keep those users informed.
+3. If possible, replace the users with @mentions, if you'd like to keep those users informed.
+
+4. Fill out the Description
 
-4. Remove any remaining email addresses from the header.
+5. Add an Acceptance Criteria: *"Reply 'Done' to all emails mentioned in this PBI and @mention the sender with 'Done'"*
 
-5. Fill out the Description
-
-6. Fill out the Acceptance Criteria, adding: *"Reply 'Done' to the email and also @mention them in the PBI with 'Done'"*
-
-7. Reply back to the original email saying: *"That's awesome feedback, I've moved it to a PBI for prioritization: {{ URL }}\
+6. Reply back to the original email saying: *"That's awesome feedback, we have a PBI for prioritization: {{ URL }}\
    For future issues, if you have access, please add your comments to items in that backlog 🙂"*
 
 ::: greybox
+Based on email chain:
+
 **From:** Bob Northwind "<[email protected]>"\
 **Sent:** Thursday, 24 November 2023\
 **To:** Jane Doe "<[email protected]>"\
 **Cc:** John Davis "<[email protected]>"; Eliza Northwind "<[email protected]>"\
 **Subject:** TimePro PBI 50209: ☠️ Displaying past employees
 :::
-::: bad
-Figure: Including email addresses and not tagging GitHub users
+::: ok
+Figure: Okay example - Has the email header data but not @mentioning users
 :::
 
 ::: greybox
@@ -98,26 +98,22 @@ Based on email chain:
 **Subject:** TimePro PBI 50209: ☠️ Displaying past employees
 :::
 ::: good
-Figure: Email header with GitHub users tagged and no email addresses
+Figure: Good example - Has the email header data and @mentions users
 :::
 
 ::: info
 **Tip:** If the request from the client is too large for one PBI, then it will need to be turned into multiple PBIs as per the rule  [Do you keep your PBIs smaller than 2 days' effort?](/spec-do-you-create-tasks-under-4-hours) In this case, you will need to let the client know this and include URLs to each PBI
 :::
 
-### Steps to update a PBI with an email
-
-Sometimes you will receive an email concerning a known issue. It is important to inform the sender and keep them up to date.
-
-1. Copy the **email header** into to a comment within the PBI, indent and add the words "Issue raised by {{ NAME }} separately in email chain:"
+### Existing PBI - Steps to update a PBI according to an email comment
 
-2. Replace the users with GitHub usernames (where possible), if you'd like to keep those users informed.
+Sometimes you will receive feedback on an existing PBI within an email. It is important to inform the sender and keep them up to date.
 
-3. Remove any remaining email addresses from the header.
+1. Copy the **email header** into to a comment within the PBI, indent it and add the words "Based on email chain:"
 
-4. Add to the Acceptance Criteria: *"Reply 'Done' to the email in the comment below by {{ SENDER }} and @mention them in the PBI with 'Done'"*
+2. If possible, replace the users with @mentions, if you'd like to keep those users informed.
 
-5. Reply back to the original email saying: "PBI exists - see PBI: {{ URL }}"
+3. Add an Acceptance Criteria: *"Reply 'Done' to all emails mentioned in this PBI and @mention the sender with 'Done'"*
 
 ### Keeping it up-to-date