refactor: Enhance email communication

ai_docs/requirements.md

@@ -16,7 +16,7 @@ This document outlines the core functional requirements for the web application
 *   **Purpose:** Enable board members to securely review and vote on submitted applications.
 *   **Features:**
     *   Upon application submission, unique, secure voting links are generated for each board member.
-    *   Board members receive email notifications with their individual voting links.
+    *   Board members receive email notifications with their individual voting links. The email also contains all relevant information about the application.
     *   Access to application details via the unique voting link.
     *   Ability to cast a vote (approve, reject, or abstain) through a dedicated form.
     *   Prevention of multiple votes from the same token.
@@ -29,6 +29,7 @@ This document outlines the core functional requirements for the web application
     *   The application status is automatically updated as soon as a definitive decision has been reached, even if not all board members have voted.
     *   Decision logic: A simple majority of cast votes determines the outcome. The voting closes as soon as an irreversible majority is reached. In case of a tie, the application is rejected.
     *   Email notifications are sent to all board members once a final decision is reached.
+    *   The email contains all relevant information about the application.
     *   An email notification is sent to the applicant. For rejected applications, this can be disabled via a configuration setting to allow for a personalized response.
 
 ## 4. Application Archive

ai_docs/task_4_2.md

@@ -13,9 +13,12 @@ Integrate the email service to automatically send notifications to all board mem
 ### Phase 1: Email Template
 *   [x] Design a clear and informative email template.
 *   [x] The template should include:
-    *   The project title.
-    *   The applicant's name.
-    *   The estimated costs.
+    *   Applicant's Full Name
+    *   Applicant's Email
+    *   Department
+    *   Project Title
+    *   Project Description
+    *   Estimated Costs
     *   A direct, unique link to the voting page (e.g., `http://localhost:5173/vote/{token}`).
 *   [x] Consider using a simple HTML template for better formatting.
 

ai_docs/task_4_3.md

@@ -17,15 +17,30 @@ Automate the sending of final decision emails to both the applicant and all boar
 ### Phase 2: Applicant Email Template
 *   [x] Design an email template for the applicant.
 *   [x] The template should:
-    *   Clearly state the final decision (approved or rejected).
-    *   Include the project title.
-    *   Thank the applicant for their submission.
+    *   [x] Clearly state the final decision (approved or rejected).
+    *   [x] It should contain:
+        *   [x] Applicant's Full Name
+        *   [x] Applicant's Email
+        *   [x] Department
+        *   [x] Project Title
+        *   [x] Project Description
+        *   [x] Estimated Costs
+        *   [x] A link to the archive of the web app.
+        *   [x] Thank the applicant for their submission.
 
 ### Phase 3: Board Member Email Template
 *   [x] Design an email template for the board members.
 *   [x] The template should:
-    *   Announce that voting is complete for a specific application.
-    *   State the final outcome.
+    *   [x] Announce that voting is complete for a specific application.
+    *   [x] State the final outcome.
+    *   [x] It should contain:
+        *   [x] Applicant's Full Name
+        *   [x] Applicant's Email
+        *   [x] Department
+        *   [x] Project Title
+        *   [x] Project Description
+        *   [x] Estimated Costs
+        *   [x] A link to the archive of the web app.
 
 ### Phase 4: Verification
 *   [x] Use a local email testing tool to verify that both the applicant and all board members receive the correct notification.

src/projectvote/backend/main.py

@@ -158,7 +158,7 @@ async def send_confirmation_email(application: Application, settings: Settings)
     """Send a confirmation email to the applicant."""
     await send_email(
         recipients=[application.applicant_email],  # type: ignore[list-item]
-        subject=f"Bestätigung Ihres Antrags: {application.project_title}",
+        subject=f"Bestätigung Deines Antrags: {application.project_title}",
         template_body={
             "first_name": application.first_name,
             "last_name": application.last_name,
@@ -199,7 +199,10 @@ async def send_voting_links(
             template_body={
                 "first_name": application.first_name,
                 "last_name": application.last_name,
+                "applicant_email": application.applicant_email,
+                "department": application.department,
                 "project_title": application.project_title,
+                "project_description": application.project_description,
                 "costs": application.costs,
                 "vote_url": vote_url,
                 "token": vote_record.token,
@@ -238,35 +241,38 @@ async def send_final_decision_emails(
     # Get the German translation, defaulting to the original status if not found
     german_status = status_translations.get(status_str, status_str.upper())
 
-    if (
+    # Prepare a common template body for both emails
+    template_body = {
+        "first_name": application.first_name,
+        "last_name": application.last_name,
+        "applicant_email": application.applicant_email,
+        "department": application.department,
+        "project_title": application.project_title,
+        "project_description": application.project_description,
+        "costs": application.costs,
+        "status": german_status,
+        "frontend_url": settings.frontend_url,
+    }
+
+    # --- Email to Applicant ---
+    if not (
         application.status == ApplicationStatus.REJECTED
         and not settings.send_automatic_rejection_email
     ):
-        # If automatic rejection emails are disabled, skip sending to applicant
-        pass  # pragma: no cover
-    else:
         await send_email(
             recipients=[application.applicant_email],  # type: ignore[arg-type]
-            subject=f"Entscheidung über Ihren Antrag: {application.project_title}",
-            template_body={
-                "first_name": application.first_name,
-                "last_name": application.last_name,
-                "project_title": application.project_title,
-                "status": german_status,
-            },
+            subject=f"Entscheidung über Deinen Antrag: {application.project_title}",
+            template_body=template_body,
             template_name="final_decision_applicant.html",
             settings=settings,
         )
 
-    # Notification to Board Members
+    # --- Email to Board Members ---
     for member_email in board_members:
         await send_email(
             recipients=[member_email],
             subject=f"Abstimmung abgeschlossen für: {application.project_title}",
-            template_body={
-                "project_title": application.project_title,
-                "status": german_status,
-            },
+            template_body=template_body,
             template_name="final_decision_board.html",
             settings=settings,
         )

src/projectvote/backend/templates/email/application_confirmation.html

@@ -1,27 +1,27 @@
 <!DOCTYPE html>
 <html>
 <body>
-    <p>Hallo {{ first_name }} {{ last_name }},</p>
-    <p>Vielen Dank für Ihren Förderantrag. Wir haben ihn erfolgreich erhalten.</p>
-    <p>Diese E-Mail dient als Bestätigung Ihrer Einreichung. Nachfolgend finden Sie eine Zusammenfassung Ihrer übermittelten Details:</p>
+    <p>Hallo {{ first_name }},</p>
+    <p>Vielen Dank für Deinen Förderantrag. Wir haben ihn erfolgreich erhalten.</p>
+    <p>Diese E-Mail dient als Bestätigung Deiner Einreichung. Nachfolgend findest Du eine Zusammenfassung Deiner übermittelten Details:</p>
 
     <h3>Zusammenfassung des Antrags</h3>
     <ul>
         <li><strong>Projekttitel:</strong> {{ project_title }}</li>
         <li><strong>Name des Antragstellers:</strong> {{ first_name }} {{ last_name }}</li>
         <li><strong>E-Mail des Antragstellers:</strong> {{ applicant_email }}</li>
         <li><strong>Abteilung/Fachschaft:</strong> {{ department }}</li>
-        <li><strong>Geschätzte Kosten:</strong> €{{ costs }}</li>
+        <li><strong>Geschätzte Kosten:</strong> €{{ "%.2f"|format(costs) }}</li>
         <li><strong>Projektbeschreibung:</strong><br>{{ project_description }}</li>
     </ul>
 
     {% if attachment_filename %}
-    <p><strong>Anhang:</strong> Ihre Datei '{{ attachment_filename }}' wurde erfolgreich hochgeladen.</p>
+    <p><strong>Anhang:</strong> Deine Datei '{{ attachment_filename }}' wurde erfolgreich hochgeladen.</p>
     {% endif %}
 
-    <p>Wir werden Ihren Antrag prüfen und uns nach Abschluss des Abstimmungsprozesses bei Ihnen melden.</p>
-    <p>Sie können den Status aller Anträge im <a href="{{ frontend_url }}/archive">Antragsarchiv</a> einsehen.</p>
-    <p>Mit freundlichen Grüßen,</p>
+    <p>Wir werden Deinen Antrag prüfen und uns nach Abschluss des Abstimmungsprozesses bei Dir melden.</p>
+    <p>Du kannst den Status aller Anträge im <a href="{{ frontend_url }}/archive">Antragsarchiv</a> einsehen.</p>
+    <p>Viele Grüße</p>
     <p>LvD Förderverein</p>
 </body>
 </html>

src/projectvote/backend/templates/email/final_decision_applicant.html

@@ -2,9 +2,22 @@
 <html>
 <body>
     <p>Hallo {{ first_name }},</p>
-    <p>Es wurde eine Entscheidung über Deinen Antrag "{{ project_title }}" getroffen.</p>
-    <p>Das Projekt wurde {{ status }}.</p>
-    <p>Viele Grüße.</p>
-    <p>ProjectVote</p>
+    <p>vielen Dank für deine Geduld. Es wurde eine Entscheidung über deinen Förderantrag getroffen.</p>
+    <h3><strong>Der Antrag wurde {{ status }}.</strong></h3>
+
+    <h3>Zusammenfassung des Antrags</h3>
+    <ul>
+        <li><strong>Projekttitel:</strong> {{ project_title }}</li>
+        <li><strong>Name des Antragstellers:</strong> {{ first_name }} {{ last_name }}</li>
+        <li><strong>E-Mail des Antragstellers:</strong> {{ applicant_email }}</li>
+        <li><strong>Abteilung/Fachschaft:</strong> {{ department }}</li>
+        <li><strong>Geschätzte Kosten:</strong> €{{ "%.2f"|format(costs) }}</li>
+        <li><strong>Projektbeschreibung:</strong><br>{{ project_description }}</li>
+    </ul>
+
+    <p>Du kannst den Status aller Anträge jederzeit im <a href="{{ frontend_url }}/archive">Antragsarchiv</a> einsehen.</p>
+    <p>Wir danken dir für deine Einreichung.</p>
+    <p>Viele Grüße</p>
+    <p>LvD Förderverein</p>
 </body>
 </html>

src/projectvote/backend/templates/email/final_decision_board.html

@@ -2,7 +2,21 @@
 <html>
 <body>
     <p>Hallo,</p>
-    <p>Die Abstimmung für den Antrag "{{ project_title }}" ist abgeschlossen.</p>
-    <p>Der Antrag wurde {{ status }}.</p>
+    <p>die Abstimmung für den Antrag "{{ project_title }}" ist abgeschlossen.</p>
+    <h3><strong>Der Antrag wurde {{ status }}.</strong></h3>
+
+    <h3>Zusammenfassung des Antrags</h3>
+    <ul>
+        <li><strong>Projekttitel:</strong> {{ project_title }}</li>
+        <li><strong>Name des Antragstellers:</strong> {{ first_name }} {{ last_name }}</li>
+        <li><strong>E-Mail des Antragstellers:</strong> {{ applicant_email }}</li>
+        <li><strong>Abteilung/Fachschaft:</strong> {{ department }}</li>
+        <li><strong>Geschätzte Kosten:</strong> €{{ "%.2f"|format(costs) }}</li>
+        <li><strong>Projektbeschreibung:</strong><br>{{ project_description }}</li>
+    </ul>
+
+    <p>Das konkrete Abstimmungsergebnis ist im <a href="{{ frontend_url }}/archive">Antragsarchiv</a> einsehbar.</p>
+    <p>Viele Grüße</p>
+    <p>Project-Vote</p>
 </body>
 </html>

src/projectvote/backend/templates/email/new_application.html

@@ -2,8 +2,18 @@
 <html>
 <body>
     <p>Hallo,</p>
-    <p>Ein neuer Förderantrag wurde von {{ first_name }} {{ last_name }} für das Projekt "{{ project_title }}" eingereicht.</p>
-    <p>Die geschätzten Kosten belaufen sich auf: {{ costs }}€.</p>
+    <p>Ein neuer Förderantrag wurde eingereicht und wartet auf Deine Stimme.</p>
+
+    <h3>Zusammenfassung des Antrags</h3>
+    <ul>
+        <li><strong>Projekttitel:</strong> {{ project_title }}</li>
+        <li><strong>Name des Antragstellers:</strong> {{ first_name }} {{ last_name }}</li>
+        <li><strong>E-Mail des Antragstellers:</strong> {{ applicant_email }}</li>
+        <li><strong>Abteilung/Fachschaft:</strong> {{ department }}</li>
+        <li><strong>Geschätzte Kosten:</strong> €{{ "%.2f"|format(costs) }}</li>
+        <li><strong>Projektbeschreibung:</strong><br>{{ project_description }}</li>
+    </ul>
+
     {% if attachments %}
     <p><strong>Anhänge:</strong></p>
     <ul>
@@ -12,6 +22,9 @@
     {% endfor %}
     </ul>
     {% endif %}
-    <p>Bitte geben Sie hier Ihre Stimme ab: <a href="{{ vote_url }}">Link zur Abstimmung</a></p>
+
+    <p>Bitte gib hier Deine Stimme ab: <a href="{{ vote_url }}">Link zur Abstimmung</a></p>
+    <p>Viele Grüße</p>
+    <p>Project-Vote</p>
 </body>
 </html>

tests/test_main.py

@@ -136,7 +136,7 @@ async def test_create_application(
     assert applicant_email_call is not None
     assert (
         applicant_email_call.kwargs["subject"]
-        == f"Bestätigung Ihres Antrags: {application_data['project_title']}"
+        == f"Bestätigung Deines Antrags: {application_data['project_title']}"
     )
     assert (
         applicant_email_call.kwargs["template_name"] == "application_confirmation.html"
@@ -162,6 +162,12 @@ async def test_create_application(
     board_template_body = first_board_call_args.kwargs["template_body"]
     assert board_template_body["first_name"] == application_data["first_name"]
     assert board_template_body["last_name"] == application_data["last_name"]
+    assert board_template_body["applicant_email"] == application_data["applicant_email"]
+    assert board_template_body["department"] == application_data["department"]
+    assert (
+        board_template_body["project_description"]
+        == application_data["project_description"]
+    )
     assert board_template_body["project_title"] == application_data["project_title"]
     assert board_template_body["costs"] == application_data["costs"]
     assert "vote_url" in board_template_body
@@ -545,26 +551,24 @@ async def test_final_decision_email_content(
     )
     assert (
         applicant_email_call.kwargs["subject"]
-        == f"Entscheidung über Ihren Antrag: {app_data['project_title']}"
+        == f"Entscheidung über Deinen Antrag: {app_data['project_title']}"
     )
     assert (
         applicant_email_call.kwargs["template_name"] == "final_decision_applicant.html"
     )
+    applicant_template_body = applicant_email_call.kwargs["template_body"]
+    assert applicant_template_body["first_name"] == app_data["first_name"]
+    assert applicant_template_body["last_name"] == app_data["last_name"]
+    assert applicant_template_body["applicant_email"] == app_data["applicant_email"]
+    assert applicant_template_body["department"] == app_data["department"]
+    assert applicant_template_body["project_title"] == app_data["project_title"]
     assert (
-        applicant_email_call.kwargs["template_body"]["first_name"]
-        == app_data["first_name"]
-    )
-    assert (
-        applicant_email_call.kwargs["template_body"]["last_name"]
-        == app_data["last_name"]
-    )
-    assert (
-        applicant_email_call.kwargs["template_body"]["project_title"]
-        == app_data["project_title"]
-    )
-    assert (
-        applicant_email_call.kwargs["template_body"]["status"] == expected_german_status
+        applicant_template_body["project_description"]
+        == app_data["project_description"]
     )
+    assert applicant_template_body["costs"] == app_data["costs"]
+    assert applicant_template_body["status"] == expected_german_status
+    assert "frontend_url" in applicant_template_body
 
     # Check board member emails
     board_member_email_calls = [
@@ -579,10 +583,19 @@ async def test_final_decision_email_content(
             == f"Abstimmung abgeschlossen für: {app_data['project_title']}"
         )
         assert call.kwargs["template_name"] == "final_decision_board.html"
+        board_template_body = call.kwargs["template_body"]
+        assert board_template_body["first_name"] == app_data["first_name"]
+        assert board_template_body["last_name"] == app_data["last_name"]
+        assert board_template_body["applicant_email"] == app_data["applicant_email"]
+        assert board_template_body["department"] == app_data["department"]
+        assert board_template_body["project_title"] == app_data["project_title"]
         assert (
-            call.kwargs["template_body"]["project_title"] == app_data["project_title"]
+            board_template_body["project_description"]
+            == app_data["project_description"]
         )
-        assert call.kwargs["template_body"]["status"] == expected_german_status
+        assert board_template_body["costs"] == app_data["costs"]
+        assert board_template_body["status"] == expected_german_status
+        assert "frontend_url" in board_template_body
 
 
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