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Notification management

Waldur includes a configurable notification system for managing email communications. Administrators can enable/disable notifications, customize email templates, and manage notification delivery.

Overview

Waldur has 70+ notification types organized by module. Each notification has:

  • Subject template: Email subject line
  • Text template: Plain text email body
  • HTML template: Rich HTML email body
  • Context variables: Dynamic data available in templates

Managing notifications

Performed by: Staff users

  1. Navigate to Support → User management → Notifications
  2. View the list of all notification types with their current status

Each row shows the notification code, when it was created, and whether it is enabled. A pencil icon next to the code marks a notification whose template has been customised, and a question mark icon reveals its description.

Note

The actions described below are available to staff users only. Other users can open the list but see no actions on it.

Enabling and disabling notifications

  1. Open the actions menu at the end of the notification's row
  2. Select Enable or Disable

Disabled notifications will not send any emails.

Warning

All notifications are disabled by default. Enable the notifications relevant to your deployment before going live.

Enabling a notification only decides whether a message is composed. Delivery additionally requires a configured SMTP relay — see Email configuration.

Viewing templates

Expand a notification's row to read its templates without editing them. Each template is shown on its own tab, with a Copy button for its content.

Editing email templates

  1. Open the actions menu at the end of the notification's row and select Edit
  2. The editor shows one tab per template — the subject line, the plain text body and the HTML body — named after the underlying template file
  3. Open the Available variables tab for a table of the variables this notification provides, with their types and descriptions
  4. Edit the template in the code editor
  5. Click Confirm to apply changes

Changes take effect on the next email sent; no restart is required.

Template syntax

Templates use Django template syntax:

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Dear {{ user.full_name }},

Your proposal "{{ proposal.name }}" has been {{ proposal.state }}.

{% if proposal.state == "accepted" %}
Congratulations! Your project has been created.
{% endif %}

Best regards,
{{ call.name }} Team

Reverting a customised template

There is no reset action in the interface. A customised template is marked with a pencil icon in the list and on its tab; to return it to the shipped wording, replace its content with the original text. Clearing the editor shows the original as a placeholder, and it is also returned by the API as original_content.

Proposal notifications

The following notifications are available for call management:

Notification Recipients Trigger
New proposal submitted Call managers Researcher submits a proposal
New review submitted Call managers Reviewer submits evaluation
Proposal cancelled Proposal creator Round cutoff passes (auto-cancel)
Proposal state changed Proposal creator Any state transition
Submission deadline approaching Draft proposers 3 days before round cutoff
Review assigned Reviewer Manager assigns a review
Review deadline approaching Reviewers 3 days before review deadline
Review rejected Call managers Reviewer rejects assignment
Round closing Call managers Round ends
Round opening Reviewers New round becomes active
Reviews complete Call managers All required reviews submitted
Proposal decision (reviewer) Reviewers After accept/reject decision
Requested offering decision Call manager Decision on offering request

Broadcasting

For one-time communications to groups of users, use the Broadcasting feature instead of notification templates.

Configuration via management commands

Administrators can manage notifications via CLI:

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# Load notification configuration from file
waldur load_notifications /etc/waldur/notifications.json

# Override templates from YAML file
waldur override_templates /etc/waldur/custom_templates.yaml

# Generate notification documentation
waldur print_notifications