Add consistent email footer across all templates

client/e2e/application-review-workflow.spec.ts

@@ -6,6 +6,7 @@ import {
   getBody,
   getToAddresses,
   assertSentFromApp,
+  assertEmailFooter,
   findBySubject,
 } from './mailpit'
 
@@ -63,6 +64,7 @@ test.describe('Application Review Workflow', () => {
     const rejectionEmail = findBySubject(newEmails, 'Thesis Application Rejection')
     expect(rejectionEmail, 'Rejection email with correct subject should be sent').toBeDefined()
     assertSentFromApp(rejectionEmail!)
+    assertEmailFooter(rejectionEmail!)
     expect(getToAddresses(rejectionEmail!)).toContain('student4@test.local')
 
     // Body should greet the student by first name and reference the topic title
@@ -133,6 +135,7 @@ test.describe('Application Review Workflow', () => {
     const acceptanceEmail = findBySubject(newEmails, 'Thesis Application Acceptance')
     expect(acceptanceEmail, 'Acceptance email should be sent').toBeDefined()
     assertSentFromApp(acceptanceEmail!)
+    assertEmailFooter(acceptanceEmail!)
     expect(getToAddresses(acceptanceEmail!)).toContain('student5@test.local')
 
     // Body should greet student, mention the supervisor, and include a thesis link
@@ -145,6 +148,7 @@ test.describe('Application Review Workflow', () => {
     const thesisEmail = findBySubject(newEmails, 'Thesis Created')
     expect(thesisEmail, 'Thesis creation email should be sent').toBeDefined()
     assertSentFromApp(thesisEmail!)
+    assertEmailFooter(thesisEmail!)
     expect(getToAddresses(thesisEmail!)).toContain('student5@test.local')
 
     // Body should contain the thesis title and a link to the thesis

client/e2e/application-workflow.spec.ts

@@ -12,6 +12,7 @@ import {
   getBody,
   getToAddresses,
   assertSentFromApp,
+  assertEmailFooter,
   findBySubject,
 } from './mailpit'
 
@@ -121,6 +122,7 @@ test.describe('Application Workflow - Student submits application', () => {
     const studentEmail = findBySubject(newStudentEmails, 'Thesis Application Confirmation')
     expect(studentEmail, 'Student confirmation email should be sent').toBeDefined()
     assertSentFromApp(studentEmail!)
+    assertEmailFooter(studentEmail!)
     expect(getToAddresses(studentEmail!)).toContain('student@test.local')
 
     const studentBody = getBody(studentEmail!)
@@ -141,6 +143,7 @@ test.describe('Application Workflow - Student submits application', () => {
       'Examiner (examiner@test.local) should receive "New Thesis Application" email',
     ).toBeDefined()
     assertSentFromApp(examinerChairEmail!)
+    assertEmailFooter(examinerChairEmail!)
 
     const examinerBody = getBody(examinerChairEmail!)
     expect(examinerBody, 'Examiner email should mention the applicant').toContain('Student')

client/e2e/mailpit.ts

@@ -137,6 +137,19 @@ export function assertBodyContains(message: MailpitMessage, expectedText: string
   expect(body, `Expected email body to contain "${expectedText}"`).toContain(expectedText)
 }
 
+/**
+ * Assert that the email contains the standard footer with notification settings link.
+ */
+export function assertEmailFooter(message: MailpitMessage): void {
+  const body = getBody(message)
+  expect(body, 'Expected email to contain notification settings link').toContain(
+    'notification settings in Thesis Management',
+  )
+  expect(body, 'Expected email to contain /settings/notifications link').toContain(
+    '/settings/notifications',
+  )
+}
+
 /**
  * Assert that the email was sent from the application sender.
  * Verifies the From header matches the expected format: "ThesisManagement <...@...>"

client/e2e/presentation-workflow.spec.ts

@@ -7,6 +7,7 @@ import {
   getBody,
   getToAddresses,
   assertSentFromApp,
+  assertEmailFooter,
 } from './mailpit'
 
 // Thesis d000-0003 is in SUBMITTED state, assigned to student3, has abstract text set
@@ -166,6 +167,7 @@ test.describe.serial('Presentation Workflow', () => {
     const privateEmail = newEmails.find((e) => getSubject(e) === 'New Presentation scheduled')
     expect(privateEmail, 'Presentation scheduled email should be sent').toBeDefined()
     assertSentFromApp(privateEmail!)
+    assertEmailFooter(privateEmail!)
     expect(getToAddresses(privateEmail!)).toContain('student3@test.local')
 
     // Body should contain: greeting, thesis title, presentation location,

client/e2e/proposal-feedback-workflow.spec.ts

@@ -7,6 +7,7 @@ import {
   getBody,
   getToAddresses,
   assertSentFromApp,
+  assertEmailFooter,
   hasAttachment,
 } from './mailpit'
 
@@ -59,6 +60,7 @@ test.describe('Proposal Upload - Student uploads proposal', () => {
     const proposalEmail = newEmails.find((e) => getSubject(e) === 'Thesis Proposal Added')
     expect(proposalEmail, 'Proposal upload email with correct subject should be sent').toBeDefined()
     assertSentFromApp(proposalEmail!)
+    assertEmailFooter(proposalEmail!)
     expect(getToAddresses(proposalEmail!)).toContain('supervisor@test.local')
 
     // Body should reference the thesis title, the uploader name, and include a link
@@ -128,6 +130,7 @@ test.describe('Proposal Feedback - Supervisor requests changes', () => {
       'Change request email with correct subject should be sent',
     ).toBeDefined()
     assertSentFromApp(changeRequestEmail!)
+    assertEmailFooter(changeRequestEmail!)
     expect(getToAddresses(changeRequestEmail!)).toContain('student2@test.local')
 
     // Body should greet the student, reference the thesis title, mention the reviewer,

client/e2e/thesis-grading-workflow.spec.ts

@@ -7,6 +7,7 @@ import {
   getBody,
   getToAddresses,
   assertSentFromApp,
+  assertEmailFooter,
 } from './mailpit'
 
 // Thesis d000-0003: SUBMITTED state, student3, supervisor2, examiner2 (DSA group)
@@ -174,6 +175,7 @@ test.describe.serial('Thesis Grading Workflow', () => {
     const gradeEmail = newEmails.find((e) => getSubject(e) === 'Final Grade available for Thesis')
     expect(gradeEmail, 'Final grade email should be sent').toBeDefined()
     assertSentFromApp(gradeEmail!)
+    assertEmailFooter(gradeEmail!)
     expect(getToAddresses(gradeEmail!)).toContain('student3@test.local')
 
     // Body should contain: greeting, thesis title, examiner name, final grade,

client/e2e/thesis-workflow.spec.ts

@@ -7,6 +7,7 @@ import {
   getBody,
   getToAddresses,
   assertSentFromApp,
+  assertEmailFooter,
 } from './mailpit'
 
 test.describe('Thesis Workflow - Examiner creates a thesis', () => {
@@ -66,6 +67,7 @@ test.describe('Thesis Workflow - Examiner creates a thesis', () => {
     const creationEmail = newEmails.find((e) => getSubject(e) === 'Thesis Created')
     expect(creationEmail, 'Thesis creation email should be sent').toBeDefined()
     assertSentFromApp(creationEmail!)
+    assertEmailFooter(creationEmail!)
     expect(getToAddresses(creationEmail!)).toContain('student4@test.local')
 
     // Body should contain: greeting, thesis title, examiner/supervisor/student names, and link

client/src/requests/responses/researchGroupSettings.ts

@@ -22,6 +22,7 @@ export interface IResearchGroupSettingsPhase {
 
 export interface IResearchGroupSettingsEmail {
   applicationNotificationEmail?: string | null
+  emailSignature?: string | null
 }
 
 export interface IResearchGroupSettingsWritingGuide {

server/src/main/java/de/tum/cit/aet/thesis/controller/ResearchGroupSettingsController.java

@@ -80,6 +80,8 @@ public ResponseEntity<ResearchGroupSettingsDTO> createOrUpdateRejectSettings(@Pa
 			String validatedEmail = RequestValidator.validateEmailAllowNull(
 					newSettings.emailSettings().applicationNotificationEmail() == null ? null : newSettings.emailSettings().applicationNotificationEmail().trim());
 			toSave.setApplicationNotificationEmail(validatedEmail);
+			String signature = newSettings.emailSettings().emailSignature();
+			toSave.setEmailSignature(signature != null && !signature.trim().isEmpty() ? signature.trim() : null);
 		}
 		if (newSettings.writingGuideSettings() != null) {
 			String link = newSettings.writingGuideSettings().scientificWritingGuideLink();

server/src/main/java/de/tum/cit/aet/thesis/dto/ResearchGroupSettingsEmailDTO.java

@@ -3,9 +3,10 @@
 import de.tum.cit.aet.thesis.entity.ResearchGroupSettings;
 
 public record ResearchGroupSettingsEmailDTO(
-		String applicationNotificationEmail
+		String applicationNotificationEmail,
+		String emailSignature
 ) {
 	public static ResearchGroupSettingsEmailDTO fromEntity(ResearchGroupSettings settings) {
-		return new ResearchGroupSettingsEmailDTO(settings.getApplicationNotificationEmail());
+		return new ResearchGroupSettingsEmailDTO(settings.getApplicationNotificationEmail(), settings.getEmailSignature());
 	}
 }

server/src/main/java/de/tum/cit/aet/thesis/entity/ResearchGroupSettings.java

@@ -39,4 +39,7 @@ public class ResearchGroupSettings {
 
 	@Column(name = "include_application_data_in_email", nullable = false)
 	private boolean includeApplicationDataInEmail = false;
+
+	@Column(name = "email_signature")
+	private String emailSignature;
 }

server/src/main/java/de/tum/cit/aet/thesis/service/MailingService.java

@@ -107,6 +107,7 @@ public void sendApplicationCreatedEmail(Application application) {
 				"en");
 		MailBuilder studentMailBuilder = new MailBuilder(config,
 				studentEmailTemplate.getSubject(), studentEmailTemplate.getBodyHtml());
+		applyGroupSignature(studentMailBuilder, application.getResearchGroup());
 		studentMailBuilder
 				.addPrimaryRecipient(application.getUser())
 				.addStoredAttachment(application.getUser().getCvFilename(),
@@ -123,7 +124,7 @@ public void sendApplicationCreatedEmail(Application application) {
 	}
 
 	private MailBuilder prepareApplicationCreatedMailBuilder(Application application, EmailTemplate template) {
-		return new MailBuilder(config, template.getSubject(), template.getBodyHtml())
+		MailBuilder builder = new MailBuilder(config, template.getSubject(), template.getBodyHtml())
 				.addStoredAttachment(application.getUser().getCvFilename(),
 						getUserFilename(application.getUser(), "CV",
 								application.getUser().getCvFilename()))
@@ -134,6 +135,8 @@ private MailBuilder prepareApplicationCreatedMailBuilder(Application application
 						getUserFilename(application.getUser(), "Degree Report",
 								application.getUser().getDegreeFilename()))
 				.fillApplicationPlaceholders(application);
+		applyGroupSignature(builder, application.getResearchGroup());
+		return builder;
 	}
 
 	private MailBuilder prepareMinimalApplicationMailBuilder(Application application) {
@@ -167,7 +170,9 @@ private MailBuilder prepareMinimalApplicationMailBuilder(Application application
 				+ "<a target=\"_blank\" rel=\"noopener noreferrer nofollow\" href=\"" + applicationUrl + "\">"
 				+ applicationUrl + "</a></p>";
 
-		return new MailBuilder(config, subject, body);
+		MailBuilder builder = new MailBuilder(config, subject, body);
+		applyGroupSignature(builder, application.getResearchGroup());
+		return builder;
 	}
 
 	/**
@@ -228,6 +233,7 @@ public void sendApplicationAcceptanceEmail(Application application, Thesis thesi
 				templateCase,
 				"en");
 		MailBuilder mailBuilder = new MailBuilder(config, emailTemplate.getSubject(), emailTemplate.getBodyHtml());
+		applyGroupSignature(mailBuilder, application.getResearchGroup());
 		mailBuilder
 				.addPrimaryRecipient(application.getUser())
 				.addSecondaryRecipient(advisor)
@@ -250,6 +256,7 @@ public void sendApplicationRejectionEmail(Application application, ApplicationRe
 				reason.getTemplateCase(),
 				"en");
 		MailBuilder mailBuilder = new MailBuilder(config, emailTemplate.getSubject(), emailTemplate.getBodyHtml());
+		applyGroupSignature(mailBuilder, application.getResearchGroup());
 		mailBuilder
 				.addPrimaryRecipient(application.getUser())
 				.addDefaultBccRecipients(application.getResearchGroup().getHead().getEmail())
@@ -269,6 +276,7 @@ public void sendApplicationReminderEmail(User user, long unreviewedApplications)
 				"APPLICATION_REMINDER",
 				"en");
 		MailBuilder mailBuilder = new MailBuilder(config, emailTemplate.getSubject(), emailTemplate.getBodyHtml());
+		applyGroupSignature(mailBuilder, user.getResearchGroup());
 		mailBuilder
 				.addPrimaryRecipient(user)
 				.addNotificationName("unreviewed-application-reminder")
@@ -294,6 +302,7 @@ public void sendApplicationAutomaticRejectReminderEmail(User user, List<Applicat
 		model.put("clientHost", config.getClientHost());
 
 		MailBuilder mailBuilder = new MailBuilder(config, emailTemplate.getSubject(), emailTemplate.getBodyHtml());
+		applyGroupSignature(mailBuilder, user.getResearchGroup());
 		mailBuilder
 				.addPrimaryRecipient(user)
 				.addNotificationName(emailTemplate.getSubject())
@@ -314,6 +323,7 @@ public void sendInterviewInvitationEmail(Interviewee interviewee, Boolean firstI
 				"en");
 
 		MailBuilder mailBuilder = new MailBuilder(config, emailTemplate.getSubject(), emailTemplate.getBodyHtml());
+		applyGroupSignature(mailBuilder, interviewee.getApplication().getResearchGroup());
 		mailBuilder
 				.addPrimaryRecipient(interviewee.getApplication().getUser())
 				.addNotificationName(emailTemplate.getSubject())
@@ -342,6 +352,7 @@ public void sendInterviewSlotConfirmationEmail(InterviewSlot slot, String type)
 		User supervisor = slot.getInterviewProcess().getTopic().getSupervisors().getFirst();
 
 		MailBuilder mailBuilder = new MailBuilder(config, emailTemplate.getSubject(), emailTemplate.getBodyHtml());
+		applyGroupSignature(mailBuilder, slot.getInterviewee().getApplication().getResearchGroup());
 		mailBuilder
 				.addPrimaryRecipient(slot.getInterviewee().getApplication().getUser())
 				.addSecondaryRecipient(supervisor)
@@ -364,6 +375,7 @@ public void sendThesisCreatedEmail(User creatingUser, Thesis thesis) {
 				"THESIS_CREATED",
 				"en");
 		MailBuilder mailBuilder = new MailBuilder(config, emailTemplate.getSubject(), emailTemplate.getBodyHtml());
+		applyGroupSignature(mailBuilder, thesis.getResearchGroup());
 		mailBuilder
 				.sendToThesisStudents(thesis)
 				.addDefaultBccRecipients(thesis.getResearchGroup().getHead().getEmail())
@@ -385,6 +397,7 @@ public void sendThesisClosedEmail(User deletingUser, Thesis thesis) {
 				"THESIS_CLOSED",
 				"en");
 		MailBuilder mailBuilder = new MailBuilder(config, emailTemplate.getSubject(), emailTemplate.getBodyHtml());
+		applyGroupSignature(mailBuilder, thesis.getResearchGroup());
 		mailBuilder
 				.sendToThesisStudents(thesis)
 				.addDefaultBccRecipients(thesis.getResearchGroup().getHead().getEmail())
@@ -405,6 +418,7 @@ public void sendProposalUploadedEmail(ThesisProposal proposal) {
 			"THESIS_PROPOSAL_UPLOADED",
 			"en");
 		MailBuilder mailBuilder = new MailBuilder(config, emailTemplate.getSubject(), emailTemplate.getBodyHtml());
+		applyGroupSignature(mailBuilder, proposal.getResearchGroup());
 		mailBuilder
 				.addPrimarySender(proposal.getCreatedBy())
 				.sendToThesisSupervisors(proposal.getThesis())
@@ -425,6 +439,7 @@ public void sendProposalAcceptedEmail(ThesisProposal proposal) {
 				"THESIS_PROPOSAL_ACCEPTED",
 				"en");
 		MailBuilder mailBuilder = new MailBuilder(config, emailTemplate.getSubject(), emailTemplate.getBodyHtml());
+		applyGroupSignature(mailBuilder, proposal.getResearchGroup());
 		mailBuilder
 				.addPrimarySender(proposal.getApprovedBy())
 				.sendToThesisStudents(proposal.getThesis())
@@ -446,6 +461,7 @@ public void sendProposalChangeRequestEmail(User reviewingUser, Thesis thesis) {
 				"THESIS_PROPOSAL_REJECTED",
 				"en");
 		MailBuilder mailBuilder = new MailBuilder(config, emailTemplate.getSubject(), emailTemplate.getBodyHtml());
+		applyGroupSignature(mailBuilder, thesis.getResearchGroup());
 		mailBuilder
 				.sendToThesisStudents(thesis)
 				.addNotificationName(NOTIFICATION_NAME_START + thesis.getId())
@@ -473,6 +489,7 @@ public void sendNewCommentEmail(ThesisComment comment) {
 				"THESIS_COMMENT_POSTED",
 				"en");
 		MailBuilder mailBuilder = new MailBuilder(config, emailTemplate.getSubject(), emailTemplate.getBodyHtml());
+		applyGroupSignature(mailBuilder, comment.getResearchGroup());
 
 		if (comment.getType() == ThesisCommentType.SUPERVISOR) {
 			mailBuilder.sendToThesisSupervisors(comment.getThesis());
@@ -509,6 +526,7 @@ public void sendScheduledPresentationEmail(String action, ThesisPresentation pre
 				"en");
 		MailBuilder privateMailBuilder = new MailBuilder(config, privateEmailTemplate.getSubject(),
 				privateEmailTemplate.getBodyHtml());
+		applyGroupSignature(privateMailBuilder, presentation.getResearchGroup());
 		privateMailBuilder
 				.addPrimarySender(presentation.getCreatedBy())
 				.sendToThesisStudents(presentation.getThesis())
@@ -523,6 +541,7 @@ public void sendScheduledPresentationEmail(String action, ThesisPresentation pre
 					"en");
 			MailBuilder publicMailBuilder = new MailBuilder(config, publicEmailTemplate.getSubject(),
 					publicEmailTemplate.getBodyHtml());
+			applyGroupSignature(publicMailBuilder, presentation.getResearchGroup());
 			publicMailBuilder
 					.addPrimaryRecipient(presentation.getThesis().getStudents().getFirst())
 					.fillThesisPresentationPlaceholders(presentation);
@@ -559,6 +578,7 @@ public void sendPresentationDeletedEmail(User deletingUser, ThesisPresentation p
 				"en");
 		MailBuilder mailBuilder = new MailBuilder(config, emailTemplate.getSubject(),
 				emailTemplate.getBodyHtml());
+		applyGroupSignature(mailBuilder, presentation.getResearchGroup());
 		mailBuilder
 				.sendToThesisStudents(presentation.getThesis())
 				.addNotificationName(NOTIFICATION_NAME_START + presentation.getThesis().getId())
@@ -573,6 +593,7 @@ public void sendPresentationDeletedEmail(User deletingUser, ThesisPresentation p
 					"en");
 			MailBuilder publicMailBuilder = new MailBuilder(config, publicEmailTemplate.getSubject(),
 					publicEmailTemplate.getBodyHtml());
+			applyGroupSignature(publicMailBuilder, presentation.getResearchGroup());
 			publicMailBuilder
 					.addPrimaryRecipient(presentation.getThesis().getStudents().getFirst())
 					.fillThesisPresentationPlaceholders(presentation);
@@ -597,6 +618,7 @@ public void sendFinalSubmissionEmail(Thesis thesis) {
 				"en");
 		MailBuilder mailBuilder = new MailBuilder(config, emailTemplate.getSubject(),
 				emailTemplate.getBodyHtml());
+		applyGroupSignature(mailBuilder, thesis.getResearchGroup());
 		mailBuilder
 				.sendToThesisSupervisors(thesis)
 				.addNotificationName(NOTIFICATION_NAME_START + thesis.getId())
@@ -618,6 +640,7 @@ public void sendAssessmentAddedEmail(ThesisAssessment assessment) {
 				"en");
 		MailBuilder mailBuilder = new MailBuilder(config, emailTemplate.getSubject(),
 				emailTemplate.getBodyHtml());
+		applyGroupSignature(mailBuilder, assessment.getThesis().getResearchGroup());
 		mailBuilder
 				.addPrimarySender(assessment.getCreatedBy())
 				.sendToThesisExaminers(assessment.getThesis())
@@ -638,6 +661,7 @@ public void sendFinalGradeEmail(Thesis thesis) {
 				"en");
 		MailBuilder mailBuilder = new MailBuilder(config, emailTemplate.getSubject(),
 				emailTemplate.getBodyHtml());
+		applyGroupSignature(mailBuilder, thesis.getResearchGroup());
 		mailBuilder
 				.sendToThesisStudents(thesis)
 				.addNotificationName(NOTIFICATION_NAME_START + thesis.getId())
@@ -721,12 +745,21 @@ public void sendThesisAnonymizationReminderEmail(ResearchGroup researchGroup, Li
 		model.put("theses", thesisTitles);
 
 		MailBuilder mailBuilder = new MailBuilder(config, emailTemplate.getSubject(), emailTemplate.getBodyHtml());
+		applyGroupSignature(mailBuilder, researchGroup);
 		mailBuilder
 				.addPrimaryRecipient(researchGroup.getHead())
 				.fillPlaceholders(model)
 				.send(javaMailSender, uploadService);
 	}
 
+	private void applyGroupSignature(MailBuilder builder, ResearchGroup group) {
+		if (group != null && group.getResearchGroupSettings() != null
+				&& group.getResearchGroupSettings().getEmailSignature() != null
+				&& !group.getResearchGroupSettings().getEmailSignature().isBlank()) {
+			builder.withSignature(group.getResearchGroupSettings().getEmailSignature());
+		}
+	}
+
 	private String getThesisFilename(Thesis thesis, String name, String originalFilename) {
 		StringBuilder builder = new StringBuilder();