From 5f2d99c037c0940676acc2322c22193057b4a9f4 Mon Sep 17 00:00:00 2001
From: Roman <romanfen1997@gmail.com>
Date: Tue, 7 Oct 2025 19:43:20 +0200
Subject: [PATCH 01/13] Add robust mail attachment caching and file attachment
 support with TTL and MIME detection

---
 input/mail_attachments.py | 130 ++++++++++++++++++++++++++++++++++++++
 1 file changed, 130 insertions(+)
 create mode 100644 input/mail_attachments.py

diff --git a/input/mail_attachments.py b/input/mail_attachments.py
new file mode 100644
index 0000000..46e7f26
--- /dev/null
+++ b/input/mail_attachments.py
@@ -0,0 +1,130 @@
+import hashlib
+import os
+import time
+import urllib.request
+import urllib.parse
+import mimetypes
+from pathlib import Path
+from typing import Iterable, List, Tuple
+from django.conf import settings
+from django.core.mail import EmailMultiAlternatives
+
+def _ensure_cache_dir() -> Path:
+    """
+    Ensure that the cache directory for attachments exists.
+    Creates it recursively if it doesn't.
+    """
+    cache_dir = Path(settings.MAIL_ATTACHMENT_CACHE_DIR)
+    cache_dir.mkdir(parents=True, exist_ok=True)
+    return cache_dir
+
+
+def _cached_filename_for(url: str) -> str:
+    """
+    Generate a unique cache filename for the given URL (hash + original suffix if present).
+    """
+    h = hashlib.sha1(url.encode('utf-8')).hexdigest()[:16]
+    parsed = urllib.parse.urlparse(url)
+    # path part only (without query/fragment)
+    name = Path(parsed.path).name  # e.g. 'foo.pdf'
+    suffix = Path(name).suffix  # e.g. '.pdf'
+    return f'{h}{suffix}' if suffix else h
+
+
+def _is_fresh(path: Path, ttl_seconds: int) -> bool:
+    """
+    Check if the cached file exists and is still fresh within TTL.
+    """
+    try:
+        age = time.time() - path.stat().st_mtime
+        return age < ttl_seconds
+    except FileNotFoundError:
+        return False
+
+def download_with_cache(url: str, *, timeout: float = 10.0, size_cap_bytes: int = 8 * 1024 * 1024) -> Path:
+    """
+    Download the file from the given URL into the cache directory, or return the cached
+    file if it's still fresh. Uses a temporary '.part' file and atomic replace.
+    A simple size cap protects against unexpectedly large downloads.
+    """
+    cache_dir = _ensure_cache_dir()
+    ttl = int(getattr(settings, 'MAIL_ATTACHMENT_TTL_SECONDS', 86400))
+    filename = _cached_filename_for(url)
+    path = cache_dir / filename
+
+    if _is_fresh(path, ttl):
+        return path
+
+    tmp_path = path.with_suffix(path.suffix + '.part')
+    try:
+        with urllib.request.urlopen(url, timeout=timeout) as resp, open(tmp_path, 'wb') as f:
+            # Read in chunks up to size_cap_bytes
+            remaining = size_cap_bytes
+            chunk_size = 64 * 1024
+            while True:
+                chunk = resp.read(min(chunk_size, remaining))
+                if not chunk:
+                    break
+                f.write(chunk)
+                remaining -= len(chunk)
+                if remaining <= 0:
+                    break
+        os.replace(tmp_path, path)
+        return path
+    except Exception:
+        # Best-effort cleanup of partial file
+        try:
+            if tmp_path.exists():
+                tmp_path.unlink(missing_ok=True)
+        except Exception:
+            pass
+        # Re-raise to let caller decide
+        raise
+
+def _filename_from_url(url: str) -> str:
+    """
+    Derive a display filename from URL path as a fallback when none provided in settings.
+    """
+    parsed = urllib.parse.urlparse(url)
+    name = Path(parsed.path).name or 'attachment'
+    return name
+
+
+def collect_attachment_paths(kind: str, choice: str) -> List[Tuple[Path, str]]:
+    """
+    Return a list of (path, filename) for attachments based on settings.MAIL_ATTACHMENT_URLS.
+    Supports both 'url' strings and (url, filename) tuples.
+    """
+    cfg = getattr(settings, 'MAIL_ATTACHMENT_URLS', {})
+    channel = cfg.get(kind, {})
+    urls: list = []
+    urls.extend(channel.get('ALL', []))
+    urls.extend(channel.get(choice, []))
+
+    result: List[Tuple[Path, str]] = []
+    for item in urls:
+        if isinstance(item, tuple):
+            url, filename = item
+        else:
+            url, filename = item, _filename_from_url(item)
+
+        path = download_with_cache(url)
+        # Only append if the file exists (download_with_cache raises on error by default)
+        result.append((path, filename))
+    return result
+
+
+def attach_files(message: EmailMultiAlternatives, files: Iterable[Tuple[Path, str]]) -> None:
+    """
+    Attach files to the EmailMultiAlternatives message.
+    MIME type is guessed from filename; falls back to application/octet-stream.
+    """
+    for path, filename in files:
+        # Guess MIME type from final filename first; fallback to path suffix
+        ctype, _ = mimetypes.guess_type(filename)
+        if not ctype:
+            ctype, _ = mimetypes.guess_type(str(path))
+        ctype = ctype or 'application/octet-stream'
+
+        with open(path, 'rb') as f:
+            message.attach(filename, f.read(), ctype)

From 1ad4970cbca43e65eed5385337e18695a0142da9 Mon Sep 17 00:00:00 2001
From: Roman <romanfen1997@gmail.com>
Date: Tue, 7 Oct 2025 19:44:28 +0200
Subject: [PATCH 02/13] Add decision mailers for applicants and staff with
 approval/denial templates

---
 input/mailer.py | 87 +++++++++++++++++++++++++++++++++++++++++++++++++
 1 file changed, 87 insertions(+)
 create mode 100644 input/mailer.py

diff --git a/input/mailer.py b/input/mailer.py
new file mode 100644
index 0000000..d3df345
--- /dev/null
+++ b/input/mailer.py
@@ -0,0 +1,87 @@
+from django.conf import settings
+from django.core.mail import EmailMultiAlternatives
+from django.template.loader import get_template
+from django.utils.html import strip_tags
+from .models import TYPE_CHOICES
+
+
+def _type_labels(choice: str):
+    """
+    Resolve the human-readable type label.
+    Returns (HTML label, plain text label).
+    """
+    html = TYPE_CHOICES.get(choice, choice)
+    plain = strip_tags(str(html))
+    return html, plain
+
+
+def _decision_context(obj, choice_code: str) -> dict:
+    """
+    Build a minimal, consistent context for decision mails (applicant & staff).
+    Also exposes the full project object as 'project' for template access.
+    """
+    type_html, type_plain = _type_labels(choice_code)
+    realname = getattr(obj, 'realname', '') or getattr(obj, 'email', '')
+    return {
+        'data': {
+            'realname': realname,
+            'typestring': type_html,
+            'typestring_plain': type_plain,
+            'name': getattr(obj, 'name', None),
+        },
+        'project': obj,
+    }
+
+
+def send_decision_mail(obj, choice_code: str, granted: bool) -> None:
+    """
+    Send a decision email to the applicant after manual approval/denial.
+    Uses: input/approval_granted.(txt|html) or input/approval_denied.(txt|html)
+    """
+    recipient = getattr(obj, 'email', None)
+    if not recipient:
+        return  # no recipient -> skip
+
+    ctx = _decision_context(obj, choice_code)
+    base = 'input/approval_granted' if granted else 'input/approval_denied'
+
+    project_name = getattr(obj, 'name', None) or '(ohne Projektnamen)'
+    decision_word = 'bewilligt' if granted else 'abgelehnt'
+    subject = f'Deine Förderanfrage „{project_name}“ – {decision_word}'
+
+    txt = get_template(f'{base}.txt').render(ctx)
+    html = get_template(f'{base}.html').render(ctx)
+
+    msg = EmailMultiAlternatives(
+        subject,
+        txt,
+        settings.IF_EMAIL,
+        [recipient],
+    )
+    msg.attach_alternative(html, 'text/html')
+    msg.send()
+
+
+def send_staff_decision_mail(obj, choice_code: str, granted: bool) -> None:
+    """
+    Send a decision email to the internal team (staff) after approval/denial.
+    Uses: input/approval_granted_staff.(txt|html) or input/approval_denied_staff.(txt|html)
+    """
+    ctx = _decision_context(obj, choice_code)
+    base = 'input/approval_granted_staff' if granted else 'input/approval_denied_staff'
+
+    project_name = getattr(obj, 'name', None) or '(ohne Projektnamen)'
+    decision_word = 'bewilligt' if granted else 'abgelehnt'
+    subject = f'Entscheidung: {project_name} ({decision_word})'
+
+    txt = get_template(f'{base}.txt').render(ctx)
+    html = get_template(f'{base}.html').render(ctx)
+
+    msg = EmailMultiAlternatives(
+        subject,
+        txt,
+        settings.IF_EMAIL,
+        [settings.IF_EMAIL],
+    )
+    msg.attach_alternative(html, 'text/html')
+    msg.send()

From f98894b250aef414e94336830cf0e4d8a6b28a7e Mon Sep 17 00:00:00 2001
From: Roman <romanfen1997@gmail.com>
Date: Tue, 7 Oct 2025 19:46:25 +0200
Subject: [PATCH 03/13] Enhance ApplicationView to send applicant/staff emails
 with attachments and improved subjects

---
 input/views.py | 22 +++++++++++++++++++---
 1 file changed, 19 insertions(+), 3 deletions(-)

diff --git a/input/views.py b/input/views.py
index 3eb4bc6..4bd5c3a 100755
--- a/input/views.py
+++ b/input/views.py
@@ -11,6 +11,8 @@ from django.conf import settings
 from django.contrib.auth.decorators import login_required
 from django.views.generic import TemplateView
 from django.views.generic.edit import FormView
+from django.utils.html import strip_tags
+from input.mail_attachments import collect_attachment_paths, attach_files
 
 from .forms import (
     BaseApplicationForm,
@@ -252,18 +254,32 @@ class ApplicationView(FormView):
             txt1 = get_template('input/ifg_volunteer_mail.txt').render(context)
             html1 = get_template('input/ifg_volunteer_mail.html').render(context)
             msg1 = EmailMultiAlternatives(
-                'Formular ausgefüllt', txt1, settings.IF_EMAIL, [data['email']]
+                'Deine Förderanfrage bei Wikimedia Deutschland', txt1, settings.IF_EMAIL, [data['email']]
             )
             msg1.attach_alternative(html1, 'text/html')
+            applicant_files = collect_attachment_paths(kind='applicant', choice=self.type_code)
+            attach_files(msg1, applicant_files)
             msg1.send()
-
+            type_label_html = TYPE_CHOICES.get(self.type_code, self.type_code)
+            type_label = strip_tags(str(type_label_html))
             # Mail to IF
             txt2 = get_template('input/if_mail.txt').render(context)
             html2 = get_template('input/if_mail.html').render(context)
+            applicant_name = (
+                    getattr(modell, 'username', None)
+                    or data.get('username')
+                    or getattr(modell, 'realname', None)
+                    or data.get('realname')
+                    or getattr(modell, 'email', None)
+                    or data.get('email')
+                    or 'Unbekannt'
+            )
             msg2 = EmailMultiAlternatives(
-                'Formular ausgefüllt', txt2, settings.IF_EMAIL, [settings.IF_EMAIL]
+                f'Anfrage {type_label} von {applicant_name}', txt2, settings.IF_EMAIL, [settings.IF_EMAIL]
             )
             msg2.attach_alternative(html2, 'text/html')
+            staff_files = collect_attachment_paths(kind='staff', choice=self.type_code)
+            attach_files(msg2, staff_files)
             msg2.send()
 
         except BadHeaderError:

From 319a06833ec36ab2a6d11d8fd6c0aa1e1bb24b6e Mon Sep 17 00:00:00 2001
From: Roman <romanfen1997@gmail.com>
Date: Tue, 7 Oct 2025 19:49:12 +0200
Subject: [PATCH 04/13] Add mail attachment settings with cache config, TTL,
 and URL-based attachment mapping

---
 foerderbarometer/settings.py | 30 ++++++++++++++++++++++++++++++
 1 file changed, 30 insertions(+)

diff --git a/foerderbarometer/settings.py b/foerderbarometer/settings.py
index 0141963..fcbf851 100644
--- a/foerderbarometer/settings.py
+++ b/foerderbarometer/settings.py
@@ -165,3 +165,33 @@ NUTZUNGSBEDINGUNGEN_MAILINGLISTEN = 'static/input/nutzungsbedingungen-mailinglis
 NUTZUNGSBEDINGUNGEN_LITERATURSTIPENDIUM = 'static/input/nutzungsbedingungen-literaturstipendium.pdf'
 NUTZUNGSBEDINGUNGEN_OTRS = 'static/input/2025_Nutzungsvereinbarung_OTRS.docx.pdf'
 NUTZUNGSBEDINGUNGEN_VISITENKARTEN = 'static/input/nutzungsbedingungen-visitenkarten.pdf'
+
+# Directory where downloaded attachments will be cached
+MAIL_ATTACHMENT_CACHE_DIR = BASE_DIR / 'var' / 'mail_attachments'
+
+# Cache TTL (default: 1 day)
+MAIL_ATTACHMENT_TTL_SECONDS = 24 * 60 * 60
+
+# File attachments via URL:
+# - "applicant": attachments for emails sent to applicants
+# - "staff": attachments for emails sent to the team (community@wikimedia.de)
+#
+# Top-level keys: "applicant" / "staff"
+# Second-level keys: service code ("choice") or "ALL" for global attachments
+# that should be included in all emails of this type.
+MAIL_ATTACHMENT_URLS = {
+    'applicant': {
+        # Global attachments for all applicant emails
+        'ALL': [],
+        # Special attachments for specific services:
+        'VIS': [('https://foerderung.wikimedia.de/static/input/nutzungsbedingungen-visitenkarten.pdf', 'Nutzungsbedingungen-Visitenkarten.pdf')],   # Business cards
+        'MAIL': [('https://foerderung.wikimedia.de/static/input/nutzungsbedingungen-mail.pdf', 'Nutzungsbedingungen-Mail.pdf')],           # Emails
+        'LIST': [('https://foerderung.wikimedia.de/static/input/nutzungsbedingungen-mailinglisten.pdf', 'Nutzungsbedingungen-Mailinglisten.pdf')],  # Mailing lists
+        'LIT': [('https://foerderung.wikimedia.de/static/input/nutzungsbedingungen-literaturstipendium.pdf', 'Nutzungsbedingungen-Literaturstipendium.pdf')],  # Literature grants
+    },
+    'staff': {
+        # Global attachments for all staff emails
+        'ALL': [],
+        # Example: 'IFG': ['https://example.com/internal-guideline.pdf']
+    },
+}

From 621941c6e450f4cc9fe2eee911cb9f1402e7df11 Mon Sep 17 00:00:00 2001
From: Roman <romanfen1997@gmail.com>
Date: Tue, 7 Oct 2025 19:53:29 +0200
Subject: [PATCH 05/13] Update and add email templates for applicant and staff
 notifications

---
 input/templates/input/approval_denied.html    |  9 +++++
 input/templates/input/approval_denied.txt     |  5 +++
 .../input/approval_denied_staff.html          |  7 ++++
 .../templates/input/approval_denied_staff.txt |  3 ++
 input/templates/input/approval_granted.html   | 10 ++++++
 input/templates/input/approval_granted.txt    |  7 ++++
 .../input/approval_granted_staff.html         |  7 ++++
 .../input/approval_granted_staff.txt          |  3 ++
 input/templates/input/if_mail.html            | 28 ++++++++-------
 input/templates/input/ifg_volunteer_mail.html | 35 +++++++++++++------
 10 files changed, 90 insertions(+), 24 deletions(-)
 create mode 100644 input/templates/input/approval_denied.html
 create mode 100644 input/templates/input/approval_denied.txt
 create mode 100644 input/templates/input/approval_denied_staff.html
 create mode 100644 input/templates/input/approval_denied_staff.txt
 create mode 100644 input/templates/input/approval_granted.html
 create mode 100644 input/templates/input/approval_granted.txt
 create mode 100644 input/templates/input/approval_granted_staff.html
 create mode 100644 input/templates/input/approval_granted_staff.txt

diff --git a/input/templates/input/approval_denied.html b/input/templates/input/approval_denied.html
new file mode 100644
index 0000000..6343d74
--- /dev/null
+++ b/input/templates/input/approval_denied.html
@@ -0,0 +1,9 @@
+<html>
+<body>
+<p>Hallo {{ data.realname }},</p>
+
+<p>Deine Förderanfrage {{project.name}} wurde leider abgelehnt.</p>
+
+<p>Fragen? <a href="mailto:community@wikimedia.de">community@wikimedia.de</a></p>
+</body>
+</html>
diff --git a/input/templates/input/approval_denied.txt b/input/templates/input/approval_denied.txt
new file mode 100644
index 0000000..55a8df6
--- /dev/null
+++ b/input/templates/input/approval_denied.txt
@@ -0,0 +1,5 @@
+Hallo {{ data.realname }},
+
+deine Förderanfrage {{project.name}} wurde leider abgelehnt.
+
+Fragen? community@wikimedia.de
diff --git a/input/templates/input/approval_denied_staff.html b/input/templates/input/approval_denied_staff.html
new file mode 100644
index 0000000..3281b63
--- /dev/null
+++ b/input/templates/input/approval_denied_staff.html
@@ -0,0 +1,7 @@
+<html>
+<body>
+<p>Hallo Team Community-Konferenzen &amp; Förderung,</p>
+
+<p>Die Förderanfrage {{project.name}} von {{ data.realname }} wurde abgelehnt.</p>
+</body>
+</html>
\ No newline at end of file
diff --git a/input/templates/input/approval_denied_staff.txt b/input/templates/input/approval_denied_staff.txt
new file mode 100644
index 0000000..2a96ae9
--- /dev/null
+++ b/input/templates/input/approval_denied_staff.txt
@@ -0,0 +1,3 @@
+Hallo Team Community-Konferenzen & Förderung,
+
+die Förderanfrage {{project.name}} von {{ data.realname }} wurde abgelehnt.
diff --git a/input/templates/input/approval_granted.html b/input/templates/input/approval_granted.html
new file mode 100644
index 0000000..c768a73
--- /dev/null
+++ b/input/templates/input/approval_granted.html
@@ -0,0 +1,10 @@
+<html>
+<body>
+<p>Hallo {{ data.realname }},</p>
+
+<p>Deine Förderanfrage {{project.name}} wurde bewilligt.</p>
+
+<p>Das Team Community-Konferenzen &amp; Förderung meldet sich bald bei dir.<br>
+    Fragen? <a href="mailto:community@wikimedia.de">community@wikimedia.de</a></p>
+</body>
+</html>
diff --git a/input/templates/input/approval_granted.txt b/input/templates/input/approval_granted.txt
new file mode 100644
index 0000000..c1f3c24
--- /dev/null
+++ b/input/templates/input/approval_granted.txt
@@ -0,0 +1,7 @@
+Hallo {{ data.realname }},
+
+deine Förderanfrage {{project.name}} wurde bewilligt.
+
+Das Team Community-Konferenzen & Förderung meldet sich bald bei dir.
+Fragen? community@wikimedia.de
+
diff --git a/input/templates/input/approval_granted_staff.html b/input/templates/input/approval_granted_staff.html
new file mode 100644
index 0000000..d315c00
--- /dev/null
+++ b/input/templates/input/approval_granted_staff.html
@@ -0,0 +1,7 @@
+<html>
+<body>
+<p>Hallo Team Community-Konferenzen &amp; Förderung,</p>
+
+<p>Die Förderanfrage {{project.name}} von {{ data.realname }} wurde bewilligt.</p>
+</body>
+</html>
\ No newline at end of file
diff --git a/input/templates/input/approval_granted_staff.txt b/input/templates/input/approval_granted_staff.txt
new file mode 100644
index 0000000..5fd989b
--- /dev/null
+++ b/input/templates/input/approval_granted_staff.txt
@@ -0,0 +1,3 @@
+Hallo Team Community-Konferenzen & Förderung,
+
+die Förderanfrage {{project.name}} von {{ data.realname }} wurde bewilligt.
diff --git a/input/templates/input/if_mail.html b/input/templates/input/if_mail.html
index 92107f9..31237ba 100755
--- a/input/templates/input/if_mail.html
+++ b/input/templates/input/if_mail.html
@@ -1,10 +1,11 @@
 <html>
 <body>
-Hallo Team Communitys und Engagement,
-<br><br>
-es gab einen neuen Antrag von {{data.realname}}.
-<br><br>
-Der Nutzer mit dem Username {{data.username}} ({{data.email}}) fragt ein_e {{data.type_label|striptags}} an.<br>
+<p>Hallo Team Community-Konferenzen &amp; Förderung,</p>
+
+<p>es gibt eine neue Anfrage von {{ data.realname }}.</p>
+
+<p>{{ data.username|default:data.realname }} ({{ data.email }}) fragt an: {{ data.type_label|striptags }}</p>
+
 {% if data.choice in data.grant %}<br>
 Vorraussichtliche Kosten: {{data.cost}}<br>
 Anmerkungen: {{data.notes}} {% endif %} {% if data.choice in data.domain %}<br>
@@ -24,9 +25,8 @@ Wikimedia-Projekt: {{data.project}}<br>
 Persönliche Daten: {{data.data}}<br>
 Variante: {{data.variant}}<br>
 Sendungsadrese: {{data.send_to}} <br> {% endif %}
-<br><br>
 
-Zum Eintrag in der Förderdatenbank:
+<p>Zum Eintrag in der Förderdatenbank:
 {% if data.choice == 'BIB' %}
 <a href="{{data.url_prefix}}/admin/input/library/{{data.pk}}/change">{{data.url_prefix}}/admin/input/library/{{data.pk}}/change</a>
 {% elif data.choice == 'ELIT'%}
@@ -46,13 +46,15 @@ Zum Eintrag in der Förderdatenbank:
 {% elif data.choice == 'VIS'%}
 <a href="{{data.url_prefix}}/admin/input/businesscard/{{data.pk}}/change">{{data.url_prefix}}/admin/input/businesscard/{{data.pk}}/change</a>
 {% endif %}
-<br><br>
+</p>
 
-Zum Genehmigen hier klicken: <a href="{{data.url_prefix}}{% url 'authorize' data.choice data.pk %}">{{data.url_prefix}}{% url 'authorize' data.choice data.pk %}</a>
-<br><br>
-Zu Ablehnen hier klicken: <a href="{{data.url_prefix}}{% url 'deny' data.choice data.pk %}">{{data.url_prefix}}{% url 'deny' data.choice data.pk %}</a>
-<br><br>
-Stets zu Diensten, Deine Förderdatenbank
+<p>Zum Genehmigen hier klicken:
+    <a href="{{data.url_prefix}}{% url 'authorize' data.choice data.pk %}">{{data.url_prefix}}{% url 'authorize' data.choice data.pk %}</a>
+</p>
+
+<p>Zum Ablehnen hier klicken:
+    <a href="{{data.url_prefix}}{% url 'deny' data.choice data.pk %}">{{data.url_prefix}}{% url 'deny' data.choice data.pk %}</a>
+</p>
 
 </body>
 </html>
diff --git a/input/templates/input/ifg_volunteer_mail.html b/input/templates/input/ifg_volunteer_mail.html
index bd7f989..5652db1 100755
--- a/input/templates/input/ifg_volunteer_mail.html
+++ b/input/templates/input/ifg_volunteer_mail.html
@@ -1,8 +1,10 @@
 <html>
 <body>
-Hallo {{data.realname}},
-<br><br>
-wir haben Deine Anfrage ({{data.type_label|striptags}}) erhalten.<br>
+<p>Hallo {{ data.username|default:data.realname }},</p>
+
+<p>vielen Dank für deine Anfrage ({{ data.type_label|striptags }}), die bei uns eingegangen ist.</p>
+
+Dies ist eine automatisch generierte E-Mail. Im Folgenden findest du deine Formulareingaben nochmals zu deiner Übersicht:<br>
 {% if data.choice in data.grant %}<br>
 Vorraussichtliche Kosten: {{data.cost}}<br>
 Anmerkungen: {{data.notes}} {% endif %} {% if data.choice in data.domain %}<br>
@@ -22,13 +24,24 @@ Wikimedia-Projekt: {{data.project}}<br>
 Persönliche Daten: {{data.data}}<br>
 Variante: {{data.variant}}<br>
 Sendungsadrese: {{data.send_to}} {% endif %}<br>
-<br><br>
-Das Team Comunitys und Engagement wird sich um die Bearbeitung deiner Anfrage kümmern<br>
-und sich in den nächsten Tagen bei dir melden. Solltest du Rückfragen haben,<br>
-wende dich gern an <a href = "mailto: community@wikimedia.de">community@wikimedia.de</a>.<br>
-<br><br>
-Viele Grüße, dein freundliches aber komplett unmenschliches automatisches
-Formularbeantwortungssystem.
 
+<p>Das Team Community-Konferenzen &amp; Förderung wird sich um deine Anfrage kümmern und sich in den nächsten Tagen bei dir melden. Wenn du Fragen hast, wende dich gern jederzeit an <a href="mailto:community@wikimedia.de">community@wikimedia.de</a>.</p>
+
+<p>
+    --<br>
+    Wikimedia Deutschland e. V. | Tempelhofer Ufer 23–24 | 10963 Berlin<br>
+    Zentrale: +49 30 5771162-0<br>
+    <a href="https://wikimedia.de">wikimedia.de</a>
+</p>
+
+<p>
+    Unsere Vision ist eine Welt, in der alle Menschen am Wissen der Menschheit teilhaben, es nutzen und mehren können. Helfen Sie uns dabei!<br>
+    <a href="https://spenden.wikimedia.de">spenden.wikimedia.de</a>
+</p>
+
+<p>Wikimedia Deutschland – Gesellschaft zur Förderung Freien Wissens e. V. Eingetragen im Vereinsregister des Amtsgerichts Charlottenburg, VR 23855 B. Als gemeinnützig anerkannt durch das Finanzamt für Körperschaften I Berlin, Steuernummer 27/029/42207. Geschäftsführende Vorständin: Franziska Heine.</p>
+
+<p>Datenschutzerklärung:<br>
+    Soweit Sie uns personenbezogene Daten mitteilen, verarbeiten wir diese Daten gemäß unserer <a href="https://www.wikimedia.de/datenschutz/">Datenschutzerklärung </a>.</p>
 </body>
-</html>
+</html>
\ No newline at end of file

From 5d107dab96f3e404a283b786315ab0eb48a7b9a2 Mon Sep 17 00:00:00 2001
From: Oliver Zander <zander@cosmocode.de>
Date: Fri, 17 Oct 2025 11:42:06 +0200
Subject: [PATCH 06/13] split form processing in multiple methods

---
 input/views.py | 53 +++++++++++++++++++++++++++++++++-----------------
 1 file changed, 35 insertions(+), 18 deletions(-)

diff --git a/input/views.py b/input/views.py
index 4bd5c3a..7525a00 100755
--- a/input/views.py
+++ b/input/views.py
@@ -210,15 +210,28 @@ class ApplicationView(FormView):
         - Return the "done" response.
         """
 
+        data = self.prepare_data(form)
+        obj = self.save_obj(form, data)
+
+        if response := self.send_mail(obj, data):
+            return response
+
+        return done(self.request)
+
+    def prepare_data(self, form):
         # Collect cleaned data and mark the current type
-        data = form.cleaned_data.copy()
-        data['choice'] = self.type_code
+
+        data = {**form.cleaned_data, 'choice': self.type_code}
 
         # Special rule for literature applications
         if self.type_code == TYPE_LIT and data.get('selfbuy') == 'TRUE':
             data['selfbuy_give_data'] = 'False'
 
+        return data
+
+    def save_obj(self, form, data):
         # Save model instance
+
         modell = form.save(commit=False)
 
         # Username from session if present
@@ -228,6 +241,7 @@ class ApplicationView(FormView):
         # Copy common fields if provided by the form
         if 'realname' in data:
             modell.realname = data['realname']
+
         if 'email' in data:
             modell.email = data['email']
 
@@ -240,11 +254,16 @@ class ApplicationView(FormView):
             modell.selfbuy_give_data = data['selfbuy_give_data']
 
         modell.save()
+
         if hasattr(form, 'save_m2m'):
             form.save_m2m()
 
+        return modell
+
+    def send_mail(self, obj, data):
         # Prepare minimal mail context and send mails
-        data['pk'] = modell.pk
+
+        data['pk'] = obj.pk
         data['url_prefix'] = settings.EMAIL_URL_PREFIX
         data['type_label'] = self.type_info.label
         context = {'data': data}
@@ -260,22 +279,14 @@ class ApplicationView(FormView):
             applicant_files = collect_attachment_paths(kind='applicant', choice=self.type_code)
             attach_files(msg1, applicant_files)
             msg1.send()
-            type_label_html = TYPE_CHOICES.get(self.type_code, self.type_code)
-            type_label = strip_tags(str(type_label_html))
+            type_label_html = self.type_info.label
+            type_label_plain = strip_tags(type_label_html)
             # Mail to IF
             txt2 = get_template('input/if_mail.txt').render(context)
             html2 = get_template('input/if_mail.html').render(context)
-            applicant_name = (
-                    getattr(modell, 'username', None)
-                    or data.get('username')
-                    or getattr(modell, 'realname', None)
-                    or data.get('realname')
-                    or getattr(modell, 'email', None)
-                    or data.get('email')
-                    or 'Unbekannt'
-            )
+            applicant_name = self.get_recipient_name(obj, data)
             msg2 = EmailMultiAlternatives(
-                f'Anfrage {type_label} von {applicant_name}', txt2, settings.IF_EMAIL, [settings.IF_EMAIL]
+                f'Anfrage {type_label_plain} von {applicant_name}', txt2, settings.IF_EMAIL, [settings.IF_EMAIL]
             )
             msg2.attach_alternative(html2, 'text/html')
             staff_files = collect_attachment_paths(kind='staff', choice=self.type_code)
@@ -283,10 +294,16 @@ class ApplicationView(FormView):
             msg2.send()
 
         except BadHeaderError:
-            modell.delete()
+            obj.delete()
             return HttpResponse('Invalid header found. Data not saved!')
         except SMTPException:
-            modell.delete()
+            obj.delete()
             return HttpResponse('Error in sending mails (probably wrong adress?). Data not saved!')
 
-        return done(self.request)
+    @staticmethod
+    def get_recipient_name(obj, data):
+        for field in 'username', 'realname', 'email':
+            if name := getattr(obj, field, None) or data.get(field):
+                return name
+
+        return 'Unbekannt'

From 76ba63002dbfd8bc59a5d470952bf5c5f36bce76 Mon Sep 17 00:00:00 2001
From: Oliver Zander <zander@cosmocode.de>
Date: Fri, 17 Oct 2025 12:06:23 +0200
Subject: [PATCH 07/13] clean up mail code

---
 input/{mailer.py => utils/mail/__init__.py}   | 12 ++++-
 .../mail/attachments.py}                      |  3 ++
 input/views.py                                | 53 +++++++++----------
 3 files changed, 40 insertions(+), 28 deletions(-)
 rename input/{mailer.py => utils/mail/__init__.py} (92%)
 rename input/{mail_attachments.py => utils/mail/attachments.py} (99%)

diff --git a/input/mailer.py b/input/utils/mail/__init__.py
similarity index 92%
rename from input/mailer.py
rename to input/utils/mail/__init__.py
index d3df345..db3a53c 100644
--- a/input/mailer.py
+++ b/input/utils/mail/__init__.py
@@ -2,7 +2,17 @@ from django.conf import settings
 from django.core.mail import EmailMultiAlternatives
 from django.template.loader import get_template
 from django.utils.html import strip_tags
-from .models import TYPE_CHOICES
+
+from input.models import TYPE_CHOICES
+
+from .attachments import collect_attachment_paths, attach_files
+
+__all__ = [
+    'collect_attachment_paths',
+    'attach_files',
+    'send_decision_mail',
+    'send_staff_decision_mail',
+]
 
 
 def _type_labels(choice: str):
diff --git a/input/mail_attachments.py b/input/utils/mail/attachments.py
similarity index 99%
rename from input/mail_attachments.py
rename to input/utils/mail/attachments.py
index 46e7f26..0916f36 100644
--- a/input/mail_attachments.py
+++ b/input/utils/mail/attachments.py
@@ -4,11 +4,14 @@ import time
 import urllib.request
 import urllib.parse
 import mimetypes
+
 from pathlib import Path
 from typing import Iterable, List, Tuple
+
 from django.conf import settings
 from django.core.mail import EmailMultiAlternatives
 
+
 def _ensure_cache_dir() -> Path:
     """
     Ensure that the cache directory for attachments exists.
diff --git a/input/views.py b/input/views.py
index 7525a00..2c6292d 100755
--- a/input/views.py
+++ b/input/views.py
@@ -12,7 +12,8 @@ from django.contrib.auth.decorators import login_required
 from django.views.generic import TemplateView
 from django.views.generic.edit import FormView
 from django.utils.html import strip_tags
-from input.mail_attachments import collect_attachment_paths, attach_files
+
+from input.utils.mail import collect_attachment_paths, attach_files
 
 from .forms import (
     BaseApplicationForm,
@@ -263,42 +264,40 @@ class ApplicationView(FormView):
     def send_mail(self, obj, data):
         # Prepare minimal mail context and send mails
 
+        type_label_html = self.type_info.label
+        type_label_plain = strip_tags(type_label_html)
+
         data['pk'] = obj.pk
         data['url_prefix'] = settings.EMAIL_URL_PREFIX
-        data['type_label'] = self.type_info.label
+        data['type_label'] = type_label_html
+
         context = {'data': data}
 
-        try:
-            # Mail to applicant
-            txt1 = get_template('input/ifg_volunteer_mail.txt').render(context)
-            html1 = get_template('input/ifg_volunteer_mail.html').render(context)
-            msg1 = EmailMultiAlternatives(
-                'Deine Förderanfrage bei Wikimedia Deutschland', txt1, settings.IF_EMAIL, [data['email']]
-            )
-            msg1.attach_alternative(html1, 'text/html')
-            applicant_files = collect_attachment_paths(kind='applicant', choice=self.type_code)
-            attach_files(msg1, applicant_files)
-            msg1.send()
-            type_label_html = self.type_info.label
-            type_label_plain = strip_tags(type_label_html)
-            # Mail to IF
-            txt2 = get_template('input/if_mail.txt').render(context)
-            html2 = get_template('input/if_mail.html').render(context)
-            applicant_name = self.get_recipient_name(obj, data)
-            msg2 = EmailMultiAlternatives(
-                f'Anfrage {type_label_plain} von {applicant_name}', txt2, settings.IF_EMAIL, [settings.IF_EMAIL]
-            )
-            msg2.attach_alternative(html2, 'text/html')
-            staff_files = collect_attachment_paths(kind='staff', choice=self.type_code)
-            attach_files(msg2, staff_files)
-            msg2.send()
+        applicant_name = self.get_recipient_name(obj, data)
+        applicant_subject = 'Deine Förderanfrage bei Wikimedia Deutschland'
 
+        staff_subject = f'Anfrage {type_label_plain} von {applicant_name}'
+
+        try:
+            self.send_email('applicant', 'ifg_volunteer_mail', applicant_subject, data['email'], context)
+            self.send_email('staff', 'if_mail', staff_subject, settings.IF_EMAIL, context)
         except BadHeaderError:
             obj.delete()
             return HttpResponse('Invalid header found. Data not saved!')
         except SMTPException:
             obj.delete()
-            return HttpResponse('Error in sending mails (probably wrong adress?). Data not saved!')
+            return HttpResponse('Error in sending mails (probably wrong address?). Data not saved!')
+
+    def send_email(self, kind, template_name, subject, recipient, context):
+        plain = get_template(f'input/{template_name}.txt').render(context)
+        html = get_template(f'input/{template_name}.html').render(context)
+        email = EmailMultiAlternatives(subject, plain, settings.IF_EMAIL, [recipient])
+        applicant_files = collect_attachment_paths(kind=kind, choice=self.type_code)
+
+        email.attach_alternative(html, 'text/html')
+        attach_files(email, applicant_files)
+
+        return email.send()
 
     @staticmethod
     def get_recipient_name(obj, data):

From e9b60d7205aee011558f3f86023a5ef6ccdf135a Mon Sep 17 00:00:00 2001
From: Oliver Zander <zander@cosmocode.de>
Date: Fri, 17 Oct 2025 14:15:56 +0200
Subject: [PATCH 08/13] send decision mails on grant

---
 input/admin.py               | 34 ++++++++++++++++++++++++++++------
 input/utils/mail/__init__.py |  6 +++---
 2 files changed, 31 insertions(+), 9 deletions(-)

diff --git a/input/admin.py b/input/admin.py
index aa9e9ea..534097c 100755
--- a/input/admin.py
+++ b/input/admin.py
@@ -1,9 +1,11 @@
 import csv
 
 from django.contrib import admin
-from django.db import models
+from django.db import models, transaction
 from django.http import HttpResponse
 
+from input.utils.mail import send_decision_mail, send_staff_decision_mail
+
 from .forms import BaseProjectForm
 from .models import (
     Account,
@@ -22,6 +24,7 @@ from .models import (
     BusinessCard,
     List,
     Literature,
+    TYPE_PROJ,
 )
 
 
@@ -100,8 +103,7 @@ class ProjectAdminForm(BaseProjectForm):
         return cleaned_data
 
 
-@admin.register(Project)
-class ProjectAdmin(admin.ModelAdmin):
+class BaseProjectAdmin(admin.ModelAdmin):
     save_as = True
     form = ProjectAdminForm
     search_fields = ('name', 'pid','finance_id', 'realname', 'start', 'end', 'participants_estimated', 'participants_real', 'cost', 'status', 'end_quartal')
@@ -158,19 +160,39 @@ class ProjectAdmin(admin.ModelAdmin):
     class Media:
         js = ('dropdown/js/otrs_link.js',)
 
-    granted = True
+    granted: bool
 
     def get_queryset(self, request):
         return super().get_queryset(request).filter(granted=self.granted)
 
 
+@admin.register(Project)
+class ProjectAdmin(BaseProjectAdmin):
+    granted = True
+
+
 @admin.register(ProjectRequest)
-class ProjectRequestAdmin(ProjectAdmin):
+class ProjectRequestAdmin(BaseProjectAdmin):
     granted = None
 
+    def save_model(self, request, obj: ProjectRequest, form: ProjectAdminForm, change: bool):
+        super().save_model(request, obj, form, change)
+
+        if obj.granted is None:
+            return None
+
+        transaction.on_commit(lambda: self.send_decision_mails(obj))
+
+        return obj.granted
+
+    @staticmethod
+    def send_decision_mails(obj):
+        send_decision_mail(obj, TYPE_PROJ, obj.granted)
+        send_staff_decision_mail(obj, TYPE_PROJ, obj.granted)
+
 
 @admin.register(ProjectDeclined)
-class ProjectDeclinedAdmin(ProjectAdmin):
+class ProjectDeclinedAdmin(BaseProjectAdmin):
     granted = False
 
 
diff --git a/input/utils/mail/__init__.py b/input/utils/mail/__init__.py
index db3a53c..1a12737 100644
--- a/input/utils/mail/__init__.py
+++ b/input/utils/mail/__init__.py
@@ -21,7 +21,7 @@ def _type_labels(choice: str):
     Returns (HTML label, plain text label).
     """
     html = TYPE_CHOICES.get(choice, choice)
-    plain = strip_tags(str(html))
+    plain = strip_tags(html)
     return html, plain
 
 
@@ -35,8 +35,8 @@ def _decision_context(obj, choice_code: str) -> dict:
     return {
         'data': {
             'realname': realname,
-            'typestring': type_html,
-            'typestring_plain': type_plain,
+            'type_label': type_html,
+            'type_label_plain': type_plain,
             'name': getattr(obj, 'name', None),
         },
         'project': obj,

From 1e075fda687497381c72e98597a96dee02f9d7ff Mon Sep 17 00:00:00 2001
From: Oliver Zander <zander@cosmocode.de>
Date: Fri, 17 Oct 2025 14:18:20 +0200
Subject: [PATCH 09/13] made declined projects read only

---
 input/admin.py | 8 +++++++-
 1 file changed, 7 insertions(+), 1 deletion(-)

diff --git a/input/admin.py b/input/admin.py
index 534097c..8620f0c 100755
--- a/input/admin.py
+++ b/input/admin.py
@@ -86,7 +86,7 @@ class ProjectAdminForm(BaseProjectForm):
         super().__init__(*args, **kwargs)
 
         for field, model in self.categories.items():
-            if self.initial[f'{field}_other']:
+            if self.initial.get(f'{field}_other'):
                 self.initial[field] = [*self.initial[field], model.other]
 
     def clean(self):
@@ -195,6 +195,12 @@ class ProjectRequestAdmin(BaseProjectAdmin):
 class ProjectDeclinedAdmin(BaseProjectAdmin):
     granted = False
 
+    def has_add_permission(self, request):
+        return False
+
+    def has_change_permission(self, request, obj=None):
+        return False
+
 
 @admin.register(BusinessCard)
 class BusinessCardAdmin(RequestURLBeforeInternNotesMixin, admin.ModelAdmin):

From 5a5962b6193a6e7ecef9c476b1fa365a52068cb0 Mon Sep 17 00:00:00 2001
From: Oliver Zander <zander@cosmocode.de>
Date: Fri, 17 Oct 2025 14:51:18 +0200
Subject: [PATCH 10/13] unified mailing

---
 input/management/commands/sendmails.py        | 83 +++++--------------
 .../{input => mails}/approval_denied.html     |  0
 .../{input => mails}/approval_denied.txt      |  0
 .../approval_denied_staff.html                |  0
 .../approval_denied_staff.txt                 |  0
 .../{input => mails}/approval_granted.html    |  0
 .../{input => mails}/approval_granted.txt     |  0
 .../approval_granted_staff.html               |  0
 .../approval_granted_staff.txt                |  0
 .../{input => mails}/if_end_of_project.html   |  0
 .../{input => mails}/if_end_of_project.txt    |  0
 .../if_end_of_project_approved.html           |  0
 .../if_end_of_project_approved.txt            |  0
 .../if_end_of_project_orginformed.html        |  0
 .../if_end_of_project_orginformed.txt         |  0
 input/templates/{input => mails}/if_mail.html |  0
 input/templates/{input => mails}/if_mail.txt  |  0
 .../if_not_of_project_approved.html           |  0
 .../if_not_of_project_approved.txt            |  0
 .../{input => mails}/ifg_volunteer_mail.html  |  0
 .../{input => mails}/ifg_volunteer_mail.txt   |  0
 .../{input => mails}/survey_mail.html         |  0
 .../{input => mails}/survey_mail.txt          |  0
 input/utils/mail/__init__.py                  | 51 ++++++------
 input/views.py                                | 14 ++--
 25 files changed, 54 insertions(+), 94 deletions(-)
 rename input/templates/{input => mails}/approval_denied.html (100%)
 rename input/templates/{input => mails}/approval_denied.txt (100%)
 rename input/templates/{input => mails}/approval_denied_staff.html (100%)
 rename input/templates/{input => mails}/approval_denied_staff.txt (100%)
 rename input/templates/{input => mails}/approval_granted.html (100%)
 rename input/templates/{input => mails}/approval_granted.txt (100%)
 rename input/templates/{input => mails}/approval_granted_staff.html (100%)
 rename input/templates/{input => mails}/approval_granted_staff.txt (100%)
 rename input/templates/{input => mails}/if_end_of_project.html (100%)
 rename input/templates/{input => mails}/if_end_of_project.txt (100%)
 rename input/templates/{input => mails}/if_end_of_project_approved.html (100%)
 rename input/templates/{input => mails}/if_end_of_project_approved.txt (100%)
 rename input/templates/{input => mails}/if_end_of_project_orginformed.html (100%)
 rename input/templates/{input => mails}/if_end_of_project_orginformed.txt (100%)
 rename input/templates/{input => mails}/if_mail.html (100%)
 rename input/templates/{input => mails}/if_mail.txt (100%)
 rename input/templates/{input => mails}/if_not_of_project_approved.html (100%)
 rename input/templates/{input => mails}/if_not_of_project_approved.txt (100%)
 rename input/templates/{input => mails}/ifg_volunteer_mail.html (100%)
 rename input/templates/{input => mails}/ifg_volunteer_mail.txt (100%)
 rename input/templates/{input => mails}/survey_mail.html (100%)
 rename input/templates/{input => mails}/survey_mail.txt (100%)

diff --git a/input/management/commands/sendmails.py b/input/management/commands/sendmails.py
index 15cac47..654d46a 100755
--- a/input/management/commands/sendmails.py
+++ b/input/management/commands/sendmails.py
@@ -2,13 +2,13 @@ from datetime import date, timedelta
 
 from django.core.management import CommandError
 from django.core.management.base import BaseCommand
-from django.template.loader import get_template
 from django.core.mail import BadHeaderError
-from django.core.mail import EmailMultiAlternatives
 from django.conf import settings
 
 from input.models import Project, Library, HonoraryCertificate, Travel, Email,\
                          BusinessCard, List, IFG, Literature
+from input.utils.mail import send_email
+
 
 class Command(BaseCommand):
     ''' mails will be sent here:
@@ -34,15 +34,11 @@ class Command(BaseCommand):
                        'name': name,
                        'pid': pid,
                        'SURVEY_PREFIX': settings.SURVEY_PREFIX, }
-        txt_mail_template = get_template('input/survey_mail.txt')
-        html_mail_template = get_template('input/survey_mail.html')
+
+        subject = 'Dein Feedback zur Förderung durch Wikimedia Deutschland'
+
         try:
-            subject, from_email, to = 'Dein Feedback zur Förderung durch Wikimedia Deutschland', settings.IF_EMAIL, email
-            text_content = txt_mail_template.render(context)
-            html_content = html_mail_template.render(context)
-            msg = EmailMultiAlternatives(subject, text_content, from_email, [to], bcc=[settings.SURVEY_EMAIL])
-            msg.attach_alternative(html_content, "text/html")
-            msg.send()
+            send_email('survey_mail', context, subject, email, bcc=[settings.SURVEY_EMAIL])
             #print('survey mail would have been send')
 
             #survey_mail = EmailMessage('Dein Feedback zur Förderung durch Wikimedia Deutschland',
@@ -70,21 +66,14 @@ class Command(BaseCommand):
                              .exclude(end_mail_send = True)\
                              .filter(mail_state = 'NONE')
 
-        txt_mail_template = get_template('input/if_end_of_project.txt')
-        html_mail_template = get_template('input/if_end_of_project.html')
-
+        subject = 'Projektende erreicht'
+        recipient = settings.IF_EMAIL
 
         for project in old:
-            context = {'project': project}
-            context['URL_PREFIX'] = settings.EMAIL_URL_PREFIX
+            context = {'project': project, 'URL_PREFIX': settings.EMAIL_URL_PREFIX}
 
             try:
-                subject, from_email, to = 'Projektende erreicht', settings.IF_EMAIL, settings.IF_EMAIL
-                text_content = txt_mail_template.render(context)
-                html_content = html_mail_template.render(context)
-                msg = EmailMultiAlternatives(subject, text_content, from_email, [to])
-                msg.attach_alternative(html_content, "text/html")
-                msg.send()
+                send_email('if_end_of_project', context, subject, recipient)
                 #print('end of project mail would have been sent')
 
                 #send_mail('Projektende erreicht',
@@ -110,33 +99,19 @@ class Command(BaseCommand):
         approved_end = Project.objects.filter(status = 'END')\
                              .exclude(end_mail_send = True)\
                              .filter(mail_state = 'INF')
-        txt_mail_template = get_template('input/if_end_of_project_approved.txt')
-        html_mail_template = get_template('input/if_end_of_project_approved.html')
 
-        txt_informMail_template = get_template('input/if_end_of_project_orginformed.txt')
-        html_informMail_template = get_template('input/if_end_of_project_orginformed.html')
         # send the mail to project.email, which would be the mail of the volunteer filling out the form
 
         for project in approved_end:
-            context = {'project': project}
-            context['URL_PREFIX'] = settings.EMAIL_URL_PREFIX
-
+            context = {'project': project, 'URL_PREFIX': settings.EMAIL_URL_PREFIX}
 
             try:
-                subject, from_email, to = 'Projektende erreicht', settings.IF_EMAIL, project.email
-                text_content = txt_mail_template.render(context)
-                html_content = html_mail_template.render(context)
-                msg = EmailMultiAlternatives(subject, text_content, from_email, [to])
-                msg.attach_alternative(html_content, "text/html")
-                msg.send()
+                send_email('if_end_of_project_approved', context, 'Projektende erreicht', project.email)
+
                 #print('if and of project approved mail would have been sent')
 
-                inform_subject, inform_from_email, inform_to = 'Projektorganisator*in wurde informiert', settings.IF_EMAIL, settings.IF_EMAIL
-                inform_text_content = txt_informMail_template.render(context)
-                inform_html_content = html_informMail_template.render(context)
-                inform_msg = EmailMultiAlternatives(inform_subject, inform_text_content, inform_from_email, [inform_to])
-                inform_msg.attach_alternative(html_content, "text/html")
-                inform_msg.send()
+                send_email('if_end_of_project_orginformed', context, 'Projektorganisator*in wurde informiert', settings.IF_EMAIL)
+
                 #print('if end of project orginformed mail would have been sent')
 
                 #send_mail('Projektende erreicht',
@@ -168,25 +143,15 @@ class Command(BaseCommand):
                              .exclude(end_mail_send = True)\
                              .filter(mail_state = 'INF')
 
-        html_mail_template = get_template('input/if_not_of_project_approved.html')
-        txt_mail_template = get_template('input/if_not_of_project_approved.txt')
-
-        txt_informMail_template = get_template('input/if_end_of_project_orginformed.txt')
-        html_informMail_template = get_template('input/if_end_of_project_orginformed.html')
         # send the mail to project.email, which would be the mail of the volunteer that filled out the form
 
         for project in approved_notHappened:
-            context = {'project': project}
-            context['URL_PREFIX'] = settings.EMAIL_URL_PREFIX
-            try:
-                subject, from_email, to = 'Projektende erreicht', settings.IF_EMAIL, project.email
-                text_content = txt_mail_template.render(context)
-                html_content = html_mail_template.render(context)
-                msg = EmailMultiAlternatives(subject, text_content, from_email, [to])
-                msg.attach_alternative(html_content, "text/html")
-                msg.send()
-                #print('if not of project approved end mail would have been sent')
+            context = {'project': project, 'URL_PREFIX': settings.EMAIL_URL_PREFIX}
 
+            try:
+                send_email('if_not_of_project_approved', context, 'Projektende erreicht', project.email)
+
+                #print('if not of project approved end mail would have been sent')
 
                 #send_mail('Projektende erreicht',
                 #          mail_template.render(context),
@@ -194,12 +159,8 @@ class Command(BaseCommand):
                 #          [project.email],
                 #          fail_silently=False)
 
-                inform_subject, inform_from_email, inform_to = 'Projektorganisator*in wurde informiert', settings.IF_EMAIL, settings.IF_EMAIL
-                inform_text_content = txt_informMail_template.render(context)
-                inform_html_content = html_informMail_template.render(context)
-                inform_msg = EmailMultiAlternatives(inform_subject, inform_text_content, inform_from_email, [inform_to])
-                inform_msg.attach_alternative(html_content, "text/html")
-                inform_msg.send()
+                send_email('if_end_of_project_orginformed', context, 'Projektorganisator*in wurde informiert', settings.IF_EMAIL)
+
                 #print('if not of project approved end mail orginformed would have been sent')
 
                 #send_mail('Projektorganisator*in wurde informiert',
diff --git a/input/templates/input/approval_denied.html b/input/templates/mails/approval_denied.html
similarity index 100%
rename from input/templates/input/approval_denied.html
rename to input/templates/mails/approval_denied.html
diff --git a/input/templates/input/approval_denied.txt b/input/templates/mails/approval_denied.txt
similarity index 100%
rename from input/templates/input/approval_denied.txt
rename to input/templates/mails/approval_denied.txt
diff --git a/input/templates/input/approval_denied_staff.html b/input/templates/mails/approval_denied_staff.html
similarity index 100%
rename from input/templates/input/approval_denied_staff.html
rename to input/templates/mails/approval_denied_staff.html
diff --git a/input/templates/input/approval_denied_staff.txt b/input/templates/mails/approval_denied_staff.txt
similarity index 100%
rename from input/templates/input/approval_denied_staff.txt
rename to input/templates/mails/approval_denied_staff.txt
diff --git a/input/templates/input/approval_granted.html b/input/templates/mails/approval_granted.html
similarity index 100%
rename from input/templates/input/approval_granted.html
rename to input/templates/mails/approval_granted.html
diff --git a/input/templates/input/approval_granted.txt b/input/templates/mails/approval_granted.txt
similarity index 100%
rename from input/templates/input/approval_granted.txt
rename to input/templates/mails/approval_granted.txt
diff --git a/input/templates/input/approval_granted_staff.html b/input/templates/mails/approval_granted_staff.html
similarity index 100%
rename from input/templates/input/approval_granted_staff.html
rename to input/templates/mails/approval_granted_staff.html
diff --git a/input/templates/input/approval_granted_staff.txt b/input/templates/mails/approval_granted_staff.txt
similarity index 100%
rename from input/templates/input/approval_granted_staff.txt
rename to input/templates/mails/approval_granted_staff.txt
diff --git a/input/templates/input/if_end_of_project.html b/input/templates/mails/if_end_of_project.html
similarity index 100%
rename from input/templates/input/if_end_of_project.html
rename to input/templates/mails/if_end_of_project.html
diff --git a/input/templates/input/if_end_of_project.txt b/input/templates/mails/if_end_of_project.txt
similarity index 100%
rename from input/templates/input/if_end_of_project.txt
rename to input/templates/mails/if_end_of_project.txt
diff --git a/input/templates/input/if_end_of_project_approved.html b/input/templates/mails/if_end_of_project_approved.html
similarity index 100%
rename from input/templates/input/if_end_of_project_approved.html
rename to input/templates/mails/if_end_of_project_approved.html
diff --git a/input/templates/input/if_end_of_project_approved.txt b/input/templates/mails/if_end_of_project_approved.txt
similarity index 100%
rename from input/templates/input/if_end_of_project_approved.txt
rename to input/templates/mails/if_end_of_project_approved.txt
diff --git a/input/templates/input/if_end_of_project_orginformed.html b/input/templates/mails/if_end_of_project_orginformed.html
similarity index 100%
rename from input/templates/input/if_end_of_project_orginformed.html
rename to input/templates/mails/if_end_of_project_orginformed.html
diff --git a/input/templates/input/if_end_of_project_orginformed.txt b/input/templates/mails/if_end_of_project_orginformed.txt
similarity index 100%
rename from input/templates/input/if_end_of_project_orginformed.txt
rename to input/templates/mails/if_end_of_project_orginformed.txt
diff --git a/input/templates/input/if_mail.html b/input/templates/mails/if_mail.html
similarity index 100%
rename from input/templates/input/if_mail.html
rename to input/templates/mails/if_mail.html
diff --git a/input/templates/input/if_mail.txt b/input/templates/mails/if_mail.txt
similarity index 100%
rename from input/templates/input/if_mail.txt
rename to input/templates/mails/if_mail.txt
diff --git a/input/templates/input/if_not_of_project_approved.html b/input/templates/mails/if_not_of_project_approved.html
similarity index 100%
rename from input/templates/input/if_not_of_project_approved.html
rename to input/templates/mails/if_not_of_project_approved.html
diff --git a/input/templates/input/if_not_of_project_approved.txt b/input/templates/mails/if_not_of_project_approved.txt
similarity index 100%
rename from input/templates/input/if_not_of_project_approved.txt
rename to input/templates/mails/if_not_of_project_approved.txt
diff --git a/input/templates/input/ifg_volunteer_mail.html b/input/templates/mails/ifg_volunteer_mail.html
similarity index 100%
rename from input/templates/input/ifg_volunteer_mail.html
rename to input/templates/mails/ifg_volunteer_mail.html
diff --git a/input/templates/input/ifg_volunteer_mail.txt b/input/templates/mails/ifg_volunteer_mail.txt
similarity index 100%
rename from input/templates/input/ifg_volunteer_mail.txt
rename to input/templates/mails/ifg_volunteer_mail.txt
diff --git a/input/templates/input/survey_mail.html b/input/templates/mails/survey_mail.html
similarity index 100%
rename from input/templates/input/survey_mail.html
rename to input/templates/mails/survey_mail.html
diff --git a/input/templates/input/survey_mail.txt b/input/templates/mails/survey_mail.txt
similarity index 100%
rename from input/templates/input/survey_mail.txt
rename to input/templates/mails/survey_mail.txt
diff --git a/input/utils/mail/__init__.py b/input/utils/mail/__init__.py
index 1a12737..25945ce 100644
--- a/input/utils/mail/__init__.py
+++ b/input/utils/mail/__init__.py
@@ -8,6 +8,8 @@ from input.models import TYPE_CHOICES
 from .attachments import collect_attachment_paths, attach_files
 
 __all__ = [
+    'build_email',
+    'send_email',
     'collect_attachment_paths',
     'attach_files',
     'send_decision_mail',
@@ -15,6 +17,27 @@ __all__ = [
 ]
 
 
+def build_email(template_name: str, context: dict, subject: str, *recipients: str, **kwargs):
+    body = get_template(f'mails/{template_name}.txt').render(context)
+    html = get_template(f'mails/{template_name}.html').render(context)
+
+    kwargs.setdefault('from_email', settings.IF_EMAIL)
+
+    kwargs['subject'] = subject
+    kwargs['body'] = body
+    kwargs['to'] = recipients
+
+    email = EmailMultiAlternatives(**kwargs)
+
+    email.attach_alternative(html, 'text/html')
+
+    return email
+
+
+def send_email(template_name: str, context: dict, subject: str, *recipients: str, fail_silently=False, **kwargs):
+    return build_email(template_name, context, subject, *recipients, **kwargs).send(fail_silently)
+
+
 def _type_labels(choice: str):
     """
     Resolve the human-readable type label.
@@ -53,23 +76,13 @@ def send_decision_mail(obj, choice_code: str, granted: bool) -> None:
         return  # no recipient -> skip
 
     ctx = _decision_context(obj, choice_code)
-    base = 'input/approval_granted' if granted else 'input/approval_denied'
+    template_suffix = 'granted' if granted else 'denied'
 
     project_name = getattr(obj, 'name', None) or '(ohne Projektnamen)'
     decision_word = 'bewilligt' if granted else 'abgelehnt'
     subject = f'Deine Förderanfrage „{project_name}“ – {decision_word}'
 
-    txt = get_template(f'{base}.txt').render(ctx)
-    html = get_template(f'{base}.html').render(ctx)
-
-    msg = EmailMultiAlternatives(
-        subject,
-        txt,
-        settings.IF_EMAIL,
-        [recipient],
-    )
-    msg.attach_alternative(html, 'text/html')
-    msg.send()
+    return send_email(f'approval_{template_suffix}', ctx, subject, recipient)
 
 
 def send_staff_decision_mail(obj, choice_code: str, granted: bool) -> None:
@@ -78,20 +91,10 @@ def send_staff_decision_mail(obj, choice_code: str, granted: bool) -> None:
     Uses: input/approval_granted_staff.(txt|html) or input/approval_denied_staff.(txt|html)
     """
     ctx = _decision_context(obj, choice_code)
-    base = 'input/approval_granted_staff' if granted else 'input/approval_denied_staff'
+    template_suffix = 'granted' if granted else 'denied'
 
     project_name = getattr(obj, 'name', None) or '(ohne Projektnamen)'
     decision_word = 'bewilligt' if granted else 'abgelehnt'
     subject = f'Entscheidung: {project_name} ({decision_word})'
 
-    txt = get_template(f'{base}.txt').render(ctx)
-    html = get_template(f'{base}.html').render(ctx)
-
-    msg = EmailMultiAlternatives(
-        subject,
-        txt,
-        settings.IF_EMAIL,
-        [settings.IF_EMAIL],
-    )
-    msg.attach_alternative(html, 'text/html')
-    msg.send()
+    return send_email(f'approval_{template_suffix}_staff', ctx, subject, settings.IF_EMAIL)
diff --git a/input/views.py b/input/views.py
index 2c6292d..e56264e 100755
--- a/input/views.py
+++ b/input/views.py
@@ -5,15 +5,14 @@ from django.shortcuts import render
 from django.http import HttpResponse, Http404
 from django.utils.functional import cached_property
 from django.utils.safestring import mark_safe
-from django.core.mail import BadHeaderError, EmailMultiAlternatives
-from django.template.loader import get_template
+from django.core.mail import BadHeaderError
 from django.conf import settings
 from django.contrib.auth.decorators import login_required
 from django.views.generic import TemplateView
 from django.views.generic.edit import FormView
 from django.utils.html import strip_tags
 
-from input.utils.mail import collect_attachment_paths, attach_files
+from input.utils.mail import collect_attachment_paths, attach_files, build_email
 
 from .forms import (
     BaseApplicationForm,
@@ -288,16 +287,13 @@ class ApplicationView(FormView):
             obj.delete()
             return HttpResponse('Error in sending mails (probably wrong address?). Data not saved!')
 
-    def send_email(self, kind, template_name, subject, recipient, context):
-        plain = get_template(f'input/{template_name}.txt').render(context)
-        html = get_template(f'input/{template_name}.html').render(context)
-        email = EmailMultiAlternatives(subject, plain, settings.IF_EMAIL, [recipient])
+    def send_email(self, kind, template_name, subject, recipient, context, *, fail_silently=False):
+        email = build_email(template_name, context, subject, recipient)
         applicant_files = collect_attachment_paths(kind=kind, choice=self.type_code)
 
-        email.attach_alternative(html, 'text/html')
         attach_files(email, applicant_files)
 
-        return email.send()
+        return email.send(fail_silently)
 
     @staticmethod
     def get_recipient_name(obj, data):

From b3484965b36aa2b1ffb0f27c84c6e2559dbab1ea Mon Sep 17 00:00:00 2001
From: Oliver Zander <zander@cosmocode.de>
Date: Fri, 17 Oct 2025 15:14:16 +0200
Subject: [PATCH 11/13] unified approval mails

---
 input/admin.py                                |  9 +--
 ...ed.html => approval_denied_applicant.html} |  0
 ...nied.txt => approval_denied_applicant.txt} |  0
 ...d.html => approval_granted_applicant.html} |  0
 ...ted.txt => approval_granted_applicant.txt} |  0
 input/utils/mail/__init__.py                  | 70 +++++++------------
 6 files changed, 29 insertions(+), 50 deletions(-)
 rename input/templates/mails/{approval_denied.html => approval_denied_applicant.html} (100%)
 rename input/templates/mails/{approval_denied.txt => approval_denied_applicant.txt} (100%)
 rename input/templates/mails/{approval_granted.html => approval_granted_applicant.html} (100%)
 rename input/templates/mails/{approval_granted.txt => approval_granted_applicant.txt} (100%)

diff --git a/input/admin.py b/input/admin.py
index 8620f0c..39bf13b 100755
--- a/input/admin.py
+++ b/input/admin.py
@@ -4,7 +4,7 @@ from django.contrib import admin
 from django.db import models, transaction
 from django.http import HttpResponse
 
-from input.utils.mail import send_decision_mail, send_staff_decision_mail
+from input.utils.mail import send_decision_mails
 
 from .forms import BaseProjectForm
 from .models import (
@@ -181,15 +181,10 @@ class ProjectRequestAdmin(BaseProjectAdmin):
         if obj.granted is None:
             return None
 
-        transaction.on_commit(lambda: self.send_decision_mails(obj))
+        transaction.on_commit(lambda: send_decision_mails(obj))
 
         return obj.granted
 
-    @staticmethod
-    def send_decision_mails(obj):
-        send_decision_mail(obj, TYPE_PROJ, obj.granted)
-        send_staff_decision_mail(obj, TYPE_PROJ, obj.granted)
-
 
 @admin.register(ProjectDeclined)
 class ProjectDeclinedAdmin(BaseProjectAdmin):
diff --git a/input/templates/mails/approval_denied.html b/input/templates/mails/approval_denied_applicant.html
similarity index 100%
rename from input/templates/mails/approval_denied.html
rename to input/templates/mails/approval_denied_applicant.html
diff --git a/input/templates/mails/approval_denied.txt b/input/templates/mails/approval_denied_applicant.txt
similarity index 100%
rename from input/templates/mails/approval_denied.txt
rename to input/templates/mails/approval_denied_applicant.txt
diff --git a/input/templates/mails/approval_granted.html b/input/templates/mails/approval_granted_applicant.html
similarity index 100%
rename from input/templates/mails/approval_granted.html
rename to input/templates/mails/approval_granted_applicant.html
diff --git a/input/templates/mails/approval_granted.txt b/input/templates/mails/approval_granted_applicant.txt
similarity index 100%
rename from input/templates/mails/approval_granted.txt
rename to input/templates/mails/approval_granted_applicant.txt
diff --git a/input/utils/mail/__init__.py b/input/utils/mail/__init__.py
index 25945ce..ec25b3f 100644
--- a/input/utils/mail/__init__.py
+++ b/input/utils/mail/__init__.py
@@ -1,9 +1,8 @@
 from django.conf import settings
 from django.core.mail import EmailMultiAlternatives
 from django.template.loader import get_template
-from django.utils.html import strip_tags
 
-from input.models import TYPE_CHOICES
+from input.models import Project
 
 from .attachments import collect_attachment_paths, attach_files
 
@@ -12,8 +11,9 @@ __all__ = [
     'send_email',
     'collect_attachment_paths',
     'attach_files',
-    'send_decision_mail',
+    'send_applicant_decision_mail',
     'send_staff_decision_mail',
+    'send_decision_mails',
 ]
 
 
@@ -38,63 +38,47 @@ def send_email(template_name: str, context: dict, subject: str, *recipients: str
     return build_email(template_name, context, subject, *recipients, **kwargs).send(fail_silently)
 
 
-def _type_labels(choice: str):
-    """
-    Resolve the human-readable type label.
-    Returns (HTML label, plain text label).
-    """
-    html = TYPE_CHOICES.get(choice, choice)
-    plain = strip_tags(html)
-    return html, plain
-
-
-def _decision_context(obj, choice_code: str) -> dict:
+def get_decision_mail_context(obj: Project):
     """
     Build a minimal, consistent context for decision mails (applicant & staff).
-    Also exposes the full project object as 'project' for template access.
     """
-    type_html, type_plain = _type_labels(choice_code)
-    realname = getattr(obj, 'realname', '') or getattr(obj, 'email', '')
+
     return {
-        'data': {
-            'realname': realname,
-            'type_label': type_html,
-            'type_label_plain': type_plain,
-            'name': getattr(obj, 'name', None),
-        },
         'project': obj,
+        'data': {
+            'realname': obj.realname or obj.email,
+            'name': obj.name,
+        },
     }
 
 
-def send_decision_mail(obj, choice_code: str, granted: bool) -> None:
+def send_base_decision_mail(obj: Project, scope: str, subject: str, recipient: str):
+    context = get_decision_mail_context(obj)
+    decision = 'granted' if obj.granted else 'denied'
+    decision_label = 'bewilligt' if obj.granted else 'abgelehnt'
+    subject = subject.format(name=obj.name, decision=decision_label)
+
+    return send_email(f'approval_{scope}_{decision}', context, subject, recipient)
+
+
+def send_applicant_decision_mail(obj: Project):
     """
     Send a decision email to the applicant after manual approval/denial.
-    Uses: input/approval_granted.(txt|html) or input/approval_denied.(txt|html)
     """
-    recipient = getattr(obj, 'email', None)
-    if not recipient:
-        return  # no recipient -> skip
 
-    ctx = _decision_context(obj, choice_code)
-    template_suffix = 'granted' if granted else 'denied'
+    if recipient := obj.email:
+        return send_base_decision_mail(obj, 'applicant', 'Deine Förderanfrage „{name}“ – {decision}', recipient)
 
-    project_name = getattr(obj, 'name', None) or '(ohne Projektnamen)'
-    decision_word = 'bewilligt' if granted else 'abgelehnt'
-    subject = f'Deine Förderanfrage „{project_name}“ – {decision_word}'
-
-    return send_email(f'approval_{template_suffix}', ctx, subject, recipient)
+    return 0
 
 
-def send_staff_decision_mail(obj, choice_code: str, granted: bool) -> None:
+def send_staff_decision_mail(obj: Project):
     """
     Send a decision email to the internal team (staff) after approval/denial.
-    Uses: input/approval_granted_staff.(txt|html) or input/approval_denied_staff.(txt|html)
     """
-    ctx = _decision_context(obj, choice_code)
-    template_suffix = 'granted' if granted else 'denied'
 
-    project_name = getattr(obj, 'name', None) or '(ohne Projektnamen)'
-    decision_word = 'bewilligt' if granted else 'abgelehnt'
-    subject = f'Entscheidung: {project_name} ({decision_word})'
+    return send_base_decision_mail(obj, 'staff', 'Entscheidung: {name} ({decision})', settings.IF_EMAIL)
 
-    return send_email(f'approval_{template_suffix}_staff', ctx, subject, settings.IF_EMAIL)
+
+def send_decision_mails(obj: Project):
+    return send_applicant_decision_mail(obj) + send_staff_decision_mail(obj)

From 7fcde34897ddc0c5816e1f3691bd1d80fcbbd2ee Mon Sep 17 00:00:00 2001
From: Oliver Zander <zander@cosmocode.de>
Date: Fri, 17 Oct 2025 16:04:14 +0200
Subject: [PATCH 12/13] clean up mail attachment code

---
 foerderbarometer/constants.py   | 33 +++++++++++++
 foerderbarometer/settings.py    | 45 ++++++++---------
 input/models.py                 | 14 ++----
 input/utils/mail/attachments.py | 86 +++++++++++++++++++--------------
 4 files changed, 105 insertions(+), 73 deletions(-)
 create mode 100644 foerderbarometer/constants.py

diff --git a/foerderbarometer/constants.py b/foerderbarometer/constants.py
new file mode 100644
index 0000000..0eef96f
--- /dev/null
+++ b/foerderbarometer/constants.py
@@ -0,0 +1,33 @@
+TYPE_ALL = 'ALL'
+
+TYPE_BIB = 'BIB'  # Bibliotheksstipendium
+TYPE_ELIT = 'ELIT'  # eLiteraturstipendium
+TYPE_SOFT = 'SOFT'  # Softwarestipendium
+TYPE_MAIL = 'MAIL'  # E-Mail-Adresse
+TYPE_IFG = 'IFG'  # Kostenübernahme IFG-Anfrage
+TYPE_LIT = 'LIT'  # Literaturstipendium
+TYPE_LIST = 'LIST'  #  Mailingliste
+TYPE_TRAV = 'TRAV'  # Reisekosten
+TYPE_VIS = 'VIS'  # Visitenkarten
+TYPE_PROJ = 'PROJ'  # Projektförderung
+
+TYPES = [
+    TYPE_BIB,
+    TYPE_ELIT,
+    TYPE_SOFT,
+    TYPE_MAIL,
+    TYPE_IFG,
+    TYPE_LIT,
+    TYPE_LIST,
+    TYPE_TRAV,
+    TYPE_VIS,
+    TYPE_PROJ,
+]
+
+RECIPIENT_APPLICANT = 'applicant'
+RECIPIENT_STAFF = 'staff'
+
+RECIPIENTS = [
+    RECIPIENT_APPLICANT,
+    RECIPIENT_STAFF,
+]
diff --git a/foerderbarometer/settings.py b/foerderbarometer/settings.py
index fcbf851..c51fc4a 100644
--- a/foerderbarometer/settings.py
+++ b/foerderbarometer/settings.py
@@ -6,6 +6,8 @@ from dotenv import load_dotenv
 
 from input.utils.settings import env, password_validators
 
+from .constants import *
+
 BASE_DIR = Path(__file__).parents[1]
 
 load_dotenv(BASE_DIR / '.env')
@@ -166,32 +168,25 @@ NUTZUNGSBEDINGUNGEN_LITERATURSTIPENDIUM = 'static/input/nutzungsbedingungen-lite
 NUTZUNGSBEDINGUNGEN_OTRS = 'static/input/2025_Nutzungsvereinbarung_OTRS.docx.pdf'
 NUTZUNGSBEDINGUNGEN_VISITENKARTEN = 'static/input/nutzungsbedingungen-visitenkarten.pdf'
 
-# Directory where downloaded attachments will be cached
-MAIL_ATTACHMENT_CACHE_DIR = BASE_DIR / 'var' / 'mail_attachments'
-
-# Cache TTL (default: 1 day)
-MAIL_ATTACHMENT_TTL_SECONDS = 24 * 60 * 60
-
-# File attachments via URL:
-# - "applicant": attachments for emails sent to applicants
-# - "staff": attachments for emails sent to the team (community@wikimedia.de)
-#
-# Top-level keys: "applicant" / "staff"
-# Second-level keys: service code ("choice") or "ALL" for global attachments
-# that should be included in all emails of this type.
+MAIL_ATTACHMENT_CACHE_DIR = env('MAIL_ATTACHMENT_CACHE_DIR', BASE_DIR / 'var' / 'mail-attachments')
+MAIL_ATTACHMENT_TTL_SECONDS = env('MAIL_ATTACHMENT_TTL_SECONDS', 24 * 60 * 60)
 MAIL_ATTACHMENT_URLS = {
-    'applicant': {
-        # Global attachments for all applicant emails
-        'ALL': [],
-        # Special attachments for specific services:
-        'VIS': [('https://foerderung.wikimedia.de/static/input/nutzungsbedingungen-visitenkarten.pdf', 'Nutzungsbedingungen-Visitenkarten.pdf')],   # Business cards
-        'MAIL': [('https://foerderung.wikimedia.de/static/input/nutzungsbedingungen-mail.pdf', 'Nutzungsbedingungen-Mail.pdf')],           # Emails
-        'LIST': [('https://foerderung.wikimedia.de/static/input/nutzungsbedingungen-mailinglisten.pdf', 'Nutzungsbedingungen-Mailinglisten.pdf')],  # Mailing lists
-        'LIT': [('https://foerderung.wikimedia.de/static/input/nutzungsbedingungen-literaturstipendium.pdf', 'Nutzungsbedingungen-Literaturstipendium.pdf')],  # Literature grants
+    RECIPIENT_APPLICANT: {
+        TYPE_ALL: [],
+        TYPE_VIS: [
+            'https://foerderung.wikimedia.de/static/input/nutzungsbedingungen-visitenkarten.pdf',
+        ],
+        TYPE_MAIL: [
+            'https://foerderung.wikimedia.de/static/input/nutzungsbedingungen-mail.pdf',
+        ],
+        TYPE_LIST: [
+            'https://foerderung.wikimedia.de/static/input/nutzungsbedingungen-mailinglisten.pdf',
+        ],
+        TYPE_LIT: [
+            'https://foerderung.wikimedia.de/static/input/nutzungsbedingungen-literaturstipendium.pdf',
+        ],
     },
-    'staff': {
-        # Global attachments for all staff emails
-        'ALL': [],
-        # Example: 'IFG': ['https://example.com/internal-guideline.pdf']
+    RECIPIENT_STAFF: {
+        TYPE_ALL: [],
     },
 }
diff --git a/input/models.py b/input/models.py
index 567e675..45f38e9 100755
--- a/input/models.py
+++ b/input/models.py
@@ -11,6 +11,9 @@ from django.utils.functional import cached_property, classproperty
 from django.utils.html import format_html
 from django.utils.safestring import mark_safe
 
+from foerderbarometer.constants import *
+
+
 EMAIL_STATES = {
     'NONE': 'noch keine Mail versendet',
     'INF': 'die Benachrichtigung zur Projektabschlussmail wurde versendet',
@@ -403,17 +406,6 @@ def type_link(path, label):
     )
 
 
-TYPE_BIB = 'BIB'
-TYPE_ELIT = 'ELIT'
-TYPE_MAIL = 'MAIL'
-TYPE_IFG = 'IFG'
-TYPE_LIT = 'LIT'
-TYPE_LIST = 'LIST'
-TYPE_TRAV = 'TRAV'
-TYPE_SOFT = 'SOFT'
-TYPE_VIS = 'VIS'
-TYPE_PROJ = 'PROJ'
-
 TYPE_CHOICES = {
     TYPE_BIB: type_link('Zugang_zu_Fachliteratur#Bibliotheksstipendium', 'Bibliotheksstipendium'),
     TYPE_ELIT: type_link('Zugang_zu_Fachliteratur#eLiteraturstipendium', 'eLiteraturstipendium'),
diff --git a/input/utils/mail/attachments.py b/input/utils/mail/attachments.py
index 0916f36..4873365 100644
--- a/input/utils/mail/attachments.py
+++ b/input/utils/mail/attachments.py
@@ -5,20 +5,25 @@ import urllib.request
 import urllib.parse
 import mimetypes
 
+from contextlib import suppress
 from pathlib import Path
 from typing import Iterable, List, Tuple
 
 from django.conf import settings
 from django.core.mail import EmailMultiAlternatives
 
+from foerderbarometer.constants import *
+
 
 def _ensure_cache_dir() -> Path:
     """
     Ensure that the cache directory for attachments exists.
     Creates it recursively if it doesn't.
     """
+
     cache_dir = Path(settings.MAIL_ATTACHMENT_CACHE_DIR)
     cache_dir.mkdir(parents=True, exist_ok=True)
+
     return cache_dir
 
 
@@ -31,6 +36,7 @@ def _cached_filename_for(url: str) -> str:
     # path part only (without query/fragment)
     name = Path(parsed.path).name  # e.g. 'foo.pdf'
     suffix = Path(name).suffix  # e.g. '.pdf'
+
     return f'{h}{suffix}' if suffix else h
 
 
@@ -38,20 +44,24 @@ def _is_fresh(path: Path, ttl_seconds: int) -> bool:
     """
     Check if the cached file exists and is still fresh within TTL.
     """
+
     try:
-        age = time.time() - path.stat().st_mtime
-        return age < ttl_seconds
+        mtime = path.stat().st_mtime
     except FileNotFoundError:
         return False
+    else:
+        return time.time() - mtime < ttl_seconds
 
-def download_with_cache(url: str, *, timeout: float = 10.0, size_cap_bytes: int = 8 * 1024 * 1024) -> Path:
+
+def download_with_cache(url: str, *, timeout: float = 10.0, chunk_size: int = 64 * 1024, size_cap_bytes: int = 8 * 1024 * 1024) -> Path:
     """
     Download the file from the given URL into the cache directory, or return the cached
     file if it's still fresh. Uses a temporary '.part' file and atomic replace.
     A simple size cap protects against unexpectedly large downloads.
     """
+
     cache_dir = _ensure_cache_dir()
-    ttl = int(getattr(settings, 'MAIL_ATTACHMENT_TTL_SECONDS', 86400))
+    ttl = settings.MAIL_ATTACHMENT_TTL_SECONDS
     filename = _cached_filename_for(url)
     path = cache_dir / filename
 
@@ -59,11 +69,11 @@ def download_with_cache(url: str, *, timeout: float = 10.0, size_cap_bytes: int
         return path
 
     tmp_path = path.with_suffix(path.suffix + '.part')
+
     try:
         with urllib.request.urlopen(url, timeout=timeout) as resp, open(tmp_path, 'wb') as f:
             # Read in chunks up to size_cap_bytes
             remaining = size_cap_bytes
-            chunk_size = 64 * 1024
             while True:
                 chunk = resp.read(min(chunk_size, remaining))
                 if not chunk:
@@ -74,60 +84,62 @@ def download_with_cache(url: str, *, timeout: float = 10.0, size_cap_bytes: int
                     break
         os.replace(tmp_path, path)
         return path
-    except Exception:
+    except Exception as exc:
         # Best-effort cleanup of partial file
-        try:
+        with suppress(Exception):
             if tmp_path.exists():
                 tmp_path.unlink(missing_ok=True)
-        except Exception:
-            pass
-        # Re-raise to let caller decide
-        raise
 
-def _filename_from_url(url: str) -> str:
+        # Re-raise to let caller decide
+        raise exc
+
+
+def get_filename_from_url(url: str) -> str:
     """
-    Derive a display filename from URL path as a fallback when none provided in settings.
+    Derive a display filename from URL path.
     """
+
     parsed = urllib.parse.urlparse(url)
     name = Path(parsed.path).name or 'attachment'
+
     return name
 
 
-def collect_attachment_paths(kind: str, choice: str) -> List[Tuple[Path, str]]:
+def collect_attachment_paths(recipient: str, type_code: str) -> List[Tuple[Path, str]]:
     """
     Return a list of (path, filename) for attachments based on settings.MAIL_ATTACHMENT_URLS.
-    Supports both 'url' strings and (url, filename) tuples.
     """
-    cfg = getattr(settings, 'MAIL_ATTACHMENT_URLS', {})
-    channel = cfg.get(kind, {})
-    urls: list = []
-    urls.extend(channel.get('ALL', []))
-    urls.extend(channel.get(choice, []))
 
-    result: List[Tuple[Path, str]] = []
-    for item in urls:
-        if isinstance(item, tuple):
-            url, filename = item
-        else:
-            url, filename = item, _filename_from_url(item)
+    assert recipient in RECIPIENTS
+    assert type_code in TYPES
 
-        path = download_with_cache(url)
-        # Only append if the file exists (download_with_cache raises on error by default)
-        result.append((path, filename))
-    return result
+    config = settings.MAIL_ATTACHMENT_URLS[recipient]
+    urls = [*config[TYPE_ALL], *config.get(type_code, [])]
+
+    return [
+        (download_with_cache(url), get_filename_from_url(url))
+        for url in urls
+    ]
+
+
+def get_mime_type(filename: str, path: Path):
+    for value in filename, path:
+        mime_type, _ = mimetypes.guess_type(value)
+
+        if mime_type:
+            return mime_type
+
+    return 'application/octet-stream'
 
 
 def attach_files(message: EmailMultiAlternatives, files: Iterable[Tuple[Path, str]]) -> None:
     """
     Attach files to the EmailMultiAlternatives message.
-    MIME type is guessed from filename; falls back to application/octet-stream.
+    MIME type is guessed from filename or path; falls back to application/octet-stream.
     """
+
     for path, filename in files:
-        # Guess MIME type from final filename first; fallback to path suffix
-        ctype, _ = mimetypes.guess_type(filename)
-        if not ctype:
-            ctype, _ = mimetypes.guess_type(str(path))
-        ctype = ctype or 'application/octet-stream'
+        mime_type = get_mime_type(filename, path)
 
         with open(path, 'rb') as f:
-            message.attach(filename, f.read(), ctype)
+            message.attach(filename, f.read(), mime_type)

From 1c980924732ebd7b62d7deb4554547d55d26c381 Mon Sep 17 00:00:00 2001
From: Oliver Zander <zander@cosmocode.de>
Date: Fri, 17 Oct 2025 17:22:52 +0200
Subject: [PATCH 13/13] improved attachment download code

---
 input/utils/mail/attachments.py | 129 ++++++++++----------------------
 input/views.py                  |   2 +-
 2 files changed, 40 insertions(+), 91 deletions(-)

diff --git a/input/utils/mail/attachments.py b/input/utils/mail/attachments.py
index 4873365..27d9cf5 100644
--- a/input/utils/mail/attachments.py
+++ b/input/utils/mail/attachments.py
@@ -1,46 +1,35 @@
-import hashlib
 import os
+import posixpath
 import time
-import urllib.request
-import urllib.parse
 import mimetypes
 
-from contextlib import suppress
+from os import PathLike
 from pathlib import Path
-from typing import Iterable, List, Tuple
+from urllib.parse import urlparse
+from urllib.request import urlretrieve
 
 from django.conf import settings
 from django.core.mail import EmailMultiAlternatives
 
 from foerderbarometer.constants import *
 
+PathList = list[Path]
 
-def _ensure_cache_dir() -> Path:
+
+def ensure_dir(directory: PathLike) -> Path:
     """
-    Ensure that the cache directory for attachments exists.
+    Ensure that the given directory exists.
     Creates it recursively if it doesn't.
     """
 
-    cache_dir = Path(settings.MAIL_ATTACHMENT_CACHE_DIR)
-    cache_dir.mkdir(parents=True, exist_ok=True)
+    directory = Path(directory)
 
-    return cache_dir
+    directory.mkdir(parents=True, exist_ok=True)
+
+    return directory
 
 
-def _cached_filename_for(url: str) -> str:
-    """
-    Generate a unique cache filename for the given URL (hash + original suffix if present).
-    """
-    h = hashlib.sha1(url.encode('utf-8')).hexdigest()[:16]
-    parsed = urllib.parse.urlparse(url)
-    # path part only (without query/fragment)
-    name = Path(parsed.path).name  # e.g. 'foo.pdf'
-    suffix = Path(name).suffix  # e.g. '.pdf'
-
-    return f'{h}{suffix}' if suffix else h
-
-
-def _is_fresh(path: Path, ttl_seconds: int) -> bool:
+def is_fresh(path: Path, ttl_seconds: int) -> bool:
     """
     Check if the cached file exists and is still fresh within TTL.
     """
@@ -53,93 +42,53 @@ def _is_fresh(path: Path, ttl_seconds: int) -> bool:
         return time.time() - mtime < ttl_seconds
 
 
-def download_with_cache(url: str, *, timeout: float = 10.0, chunk_size: int = 64 * 1024, size_cap_bytes: int = 8 * 1024 * 1024) -> Path:
-    """
-    Download the file from the given URL into the cache directory, or return the cached
-    file if it's still fresh. Uses a temporary '.part' file and atomic replace.
-    A simple size cap protects against unexpectedly large downloads.
-    """
+def get_attachment(url: str) -> Path:
+    filepath = urlparse(url).path
+    filename = posixpath.basename(filepath)
+    destination = ensure_dir(settings.MAIL_ATTACHMENT_CACHE_DIR) / filename
 
-    cache_dir = _ensure_cache_dir()
-    ttl = settings.MAIL_ATTACHMENT_TTL_SECONDS
-    filename = _cached_filename_for(url)
-    path = cache_dir / filename
+    if is_fresh(destination, settings.MAIL_ATTACHMENT_TTL_SECONDS):
+        return destination
 
-    if _is_fresh(path, ttl):
-        return path
+    return download_attachment(url, destination)
 
-    tmp_path = path.with_suffix(path.suffix + '.part')
+
+def download_attachment(url: str, destination: Path) -> Path:
+    filepath = destination.with_suffix('.tmp')
 
     try:
-        with urllib.request.urlopen(url, timeout=timeout) as resp, open(tmp_path, 'wb') as f:
-            # Read in chunks up to size_cap_bytes
-            remaining = size_cap_bytes
-            while True:
-                chunk = resp.read(min(chunk_size, remaining))
-                if not chunk:
-                    break
-                f.write(chunk)
-                remaining -= len(chunk)
-                if remaining <= 0:
-                    break
-        os.replace(tmp_path, path)
-        return path
-    except Exception as exc:
-        # Best-effort cleanup of partial file
-        with suppress(Exception):
-            if tmp_path.exists():
-                tmp_path.unlink(missing_ok=True)
+        urlretrieve(url, filepath)
+        os.replace(filepath, destination)
+    finally:
+        filepath.unlink(missing_ok=True)
 
-        # Re-raise to let caller decide
-        raise exc
+    return destination
 
 
-def get_filename_from_url(url: str) -> str:
-    """
-    Derive a display filename from URL path.
-    """
-
-    parsed = urllib.parse.urlparse(url)
-    name = Path(parsed.path).name or 'attachment'
-
-    return name
-
-
-def collect_attachment_paths(recipient: str, type_code: str) -> List[Tuple[Path, str]]:
-    """
-    Return a list of (path, filename) for attachments based on settings.MAIL_ATTACHMENT_URLS.
-    """
-
+def collect_attachment_paths(recipient: str, type_code: str) -> PathList:
     assert recipient in RECIPIENTS
     assert type_code in TYPES
 
     config = settings.MAIL_ATTACHMENT_URLS[recipient]
     urls = [*config[TYPE_ALL], *config.get(type_code, [])]
 
-    return [
-        (download_with_cache(url), get_filename_from_url(url))
-        for url in urls
-    ]
+    return [get_attachment(url) for url in urls]
 
 
-def get_mime_type(filename: str, path: Path):
-    for value in filename, path:
-        mime_type, _ = mimetypes.guess_type(value)
+def get_mime_type(path: Path) -> str:
+    mime_type, encoding = mimetypes.guess_type(path)
 
-        if mime_type:
-            return mime_type
-
-    return 'application/octet-stream'
+    return mime_type or 'application/octet-stream'
 
 
-def attach_files(message: EmailMultiAlternatives, files: Iterable[Tuple[Path, str]]) -> None:
+def attach_files(message: EmailMultiAlternatives, files: list[Path]):
     """
     Attach files to the EmailMultiAlternatives message.
-    MIME type is guessed from filename or path; falls back to application/octet-stream.
+    MIME type is guessed from path; falls back to application/octet-stream.
     """
 
-    for path, filename in files:
-        mime_type = get_mime_type(filename, path)
+    for path in files:
+        mime_type = get_mime_type(path)
 
-        with open(path, 'rb') as f:
-            message.attach(filename, f.read(), mime_type)
+        with open(path, 'rb') as fp:
+            message.attach(path.name, fp.read(), mime_type)
diff --git a/input/views.py b/input/views.py
index e56264e..d92b2f9 100755
--- a/input/views.py
+++ b/input/views.py
@@ -289,7 +289,7 @@ class ApplicationView(FormView):
 
     def send_email(self, kind, template_name, subject, recipient, context, *, fail_silently=False):
         email = build_email(template_name, context, subject, recipient)
-        applicant_files = collect_attachment_paths(kind=kind, choice=self.type_code)
+        applicant_files = collect_attachment_paths(kind, self.type_code)
 
         attach_files(email, applicant_files)