Send STFC emails via proposal status actions

[simonfernandes]

We have previously discussed that we should change how we send our emails to utilise the new proposal status actions. This gives us more control over who receives emails at which point and means we can configure it via the interface.

Possible questions, issues or things to be mindful of:

• We may need to define the User Office as a new email recipient (i.e. for Rapid Access emails)
• Training/documentation/awareness for User Officers since it will need setting up with each new workflow
• We may want to BCC the Sink inbox with each sent email

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Things needed before switching over (this may not be conclusive):

• [x] Add template names to code so that they are selectable in the frontend (via https://github.com/UserOfficeProject/user-office-core/pull/563).
• [x] Make the PI and Co-I available in all templates, so that we can reference them in any email (via https://github.com/UserOfficeProject/user-office-core/pull/563).
• [x] Update the email template placeholders to accomodate the changes in structure of data being passed in (see https://git.devs.facilities.rl.ac.uk/isisbusapps/BisAppSettings/pulls/453).
• [x] #1039
• [x] #1040
• [x] #1120
• [x] Investigate/check that emails work with the internal call workflow. There was an issue raised at the end of latest round about proposals not going into the correct status and a fix implemented in: https://github.com/UserOfficeProject/user-office-core/pull/605. Emails should still send on (re)submissions at any point but they should not duplicate when the workflow changes, etc.
• [x] Do the switchover. Remove the existing handler (it might need to stay for certain emails), configure workflows in frontend, ensure all calls that need different emails have their own workflows, merge (email https://git.devs.facilities.rl.ac.uk/isisbusapps/BisAppSettings/pulls/453), etc..
  • [ ] Dev
  • [ ] Prod

Things needed a bit further down the line:

• [ ] Send an email on call creation. Not sure how we accomplish this with the proposal events, maybe we just keep using the existing handler.
• [ ] #1041
• [ ] Training/documentation/awareness for User Officers.

[zvailanu98]

https://github.com/UserOfficeProject/user-office-core/pull/563#issuecomment-2015937269

[mutambaraf]

Sprint planning: 09/07/2024 - List of stages where notifications can be send for each role and send to @Cat-Lucifer

[mutambaraf]

@Cat-Lucifer As a follow up from our sprint planning, for every workflow event for example on ISIS Direct PROPOSAL_SUBMITTED, We have to set notifications as show below but at the current moment we are only sending emails to pi and co-proposers when a proposal is submitted. I have attached screenshots for the user groups that we can send the notifications.

[simonfernandes]

Sprint planning notes:

Let's remove the email sent on call creation, we have a better handle on call dates now.

[mutambaraf]

@simonfernandes .We are triggering all events on a proposal so status actions will be executed on all stations actions when submitting a proposal when internal call is open. But do not understand this part Emails should still send on (re)submissions at any point but they should not duplicate when the workflow changes, etc.

[simonfernandes]

@mutambaraf What I meant by this is that if a proposal is submitted during the external call, when the workflow changes to internal it shouldn't send all of those emails again. And in the internal stage, all resubmissions should still trigger emails to confirm the changes.