Mails

Mails can be customized in the email_templates table in the database or via API calls. If no research group specific template is found, the default template will be used.

Note on Role Terminology: The server uses EXAMINER and SUPERVISOR as thesis role names, matching the UI labels "Examiner" and "Supervisor". Keycloak groups remain supervisor and advisor for backward compatibility.

Local Testing with Mailpit

For local development, all emails are captured by Mailpit which is included in the dev Docker Compose setup. Start it with docker compose up -d and open http://localhost:8025 to inspect emails including their content, recipients, and attachments. See Development Setup for setup details.

Templates

Template Case	TO	CC	BCC	Description
APPLICATION_ACCEPTED	Application Student	Examiner, Supervisor	Research Group Head	Application was accepted with different supervisor and examiner
APPLICATION_ACCEPTED_NO_SUPERVISOR	Application Student	Examiner, Supervisor	Research Group Head	Application was accepted with same supervisor and examiner
APPLICATION_CREATED_CHAIR	Chair Members			All examiners and supervisors get a summary about a new application
APPLICATION_CREATED_STUDENT	Application User			Confirmation email to the applying student when application was submitted
APPLICATION_REJECTED	Application User		Research Group Head	Application was rejected
APPLICATION_REJECTED_TOPIC_REQUIREMENTS	Application User		Research Group Head	Application was rejected because topic requirements were not met
APPLICATION_REJECTED_STUDENT_REQUIREMENTS	Application User		Research Group Head	Application was rejected because student does not fulfil chair's requirements
APPLICATION_REJECTED_TITLE_NOT_INTERESTING	Application User		Research Group Head	Application was rejected because the suggested thesis title is not interesting
APPLICATION_REJECTED_TOPIC_FILLED	Application User		Research Group Head	Application was rejected because topic was closed
APPLICATION_REJECTED_TOPIC_OUTDATED	Application User		Research Group Head	Application was rejected because topic is outdated
APPLICATION_REMINDER	Chair Members			Weekly email if there are more than 10 unreviewed applications
THESIS_ASSESSMENT_ADDED	Examiners			Assessment was added to a submitted thesis
THESIS_CLOSED	Students	Examiners, Supervisors		Thesis was closed before completion
THESIS_COMMENT_POSTED	Students / Supervisors	Examiners, Supervisors		New comment on a thesis. TO depends on whether it's a student or supervisor comment
THESIS_CREATED	Students	Examiners, Supervisors		New thesis was created and assigned to a student
THESIS_FINAL_GRADE	Students	Examiners, Supervisors		Final grade was added to a thesis
THESIS_FINAL_SUBMISSION	Supervisors	Examiners		Student submitted final thesis
THESIS_PRESENTATION_DELETED	Students	Examiners, Supervisors		Scheduled presentation was deleted
THESIS_PRESENTATION_SCHEDULED	Students	Examiners, Supervisors		New presentation was scheduled
THESIS_PRESENTATION_UPDATED	Students	Examiners, Supervisors		Presentation was updated
THESIS_PRESENTATION_INVITATION	Chair Members, Thesis Students			Public Presentation Invitation
THESIS_PRESENTATION_INVITATION_CANCELLED	Chair Members, Thesis Students			Public Presentation was deleted
THESIS_PRESENTATION_INVITATION_UPDATED	Chair Members, Thesis Students			Public Presentation was updated
THESIS_PROPOSAL_ACCEPTED	Students	Examiners, Supervisors		Proposal was accepted
THESIS_PROPOSAL_REJECTED	Students	Student		Changes were requested for proposal
THESIS_PROPOSAL_UPLOADED	Supervisors	Examiners, Supervisors		Student uploaded new proposal