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
EXAMINERandSUPERVISORas thesis role names, matching the UI labels "Examiner" and "Supervisor". Keycloak groups remainsupervisorandadvisorfor backward compatibility.
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.md for setup details.
| 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| Application User | Research Group Head | Application was rejected because topic is outdated | |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 |