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Email GUI Workflow

Last updated Oct 28, 2025

Teacher Evaluation Email GUI Workflow

This guide covers how to send teacher evaluation emails through the web interface, configure automatic email settings, and manage email preferences using the graphical user interface.

Table of Contents

  1. Overview
  2. Manual Email Sending
  3. Batch Email Configuration
  4. Automatic Email Setup
  5. Email Format Preferences
  6. Organization SMTP Configuration
  7. Troubleshooting

Overview

The Teacher Evaluation system provides comprehensive email functionality through an intuitive web interface. You can:

  • Send individual evaluation reports via email
  • Send batch evaluation summaries via email
  • Configure automatic email sending for completed evaluations
  • Set email format preferences (PDF, DOCX, CSV)
  • Add custom messages to emails
  • Override recipient email addresses
  • Use organization-specific SMTP settings

Email Features

  • Multiple Attachment Formats: PDF, Word Document (DOCX), and CSV
  • Custom Messages: Add personalized messages to emails
  • Organization Branding: Emails use your organization's name and settings
  • Fallback Recipients: Manual email override for cases where teacher email is not available
  • Automatic Sending: Configure batch evaluations to send emails upon completion

Manual Email Sending

Sending Individual Evaluation Emails

  1. Navigate to Evaluation
  2. Go to Assessment → Teacher Evaluation Dashboard
  3. Click on any completed individual evaluation

  4. Or go directly to: /assessment/teacher-evaluation/evaluation/{evaluation_id}/

  5. Access Email Function

  6. Look for the "Email Report" button on the evaluation details page

  7. Click "Email Report" to open the email dialog

  8. Fill Email Details

  9. Teacher Name: Enter the teacher's full name
  10. Email Address: Enter the recipient's email address
  11. Attachment Formats: Select which formats to include:
    • ☑️ PDF Report
    • ☑️ Word Document
    • ☐ CSV Data (optional)

  12. Additional Message: Add a custom message (optional)

  13. Send Email

  14. Review the details
  15. Click "Send Email"
  16. You'll see a success confirmation
  17. The recipient will receive the email with attachments

Example Email Content:

Subject: Teacher Evaluation Report - [Teacher Name]

Dear [Teacher Name],

Your Individual Evaluation evaluation report has been generated and is attached to this email.

[Additional Message if provided]

Evaluation Summary
Rubric: [Rubric Name]
Evaluated by: [Evaluator Name]
Evaluation Date: [Date]
Score: [Score]/[Total Possible]
Format: PDF, Word Document

The attached files contain detailed analysis of your teaching feedback quality, 
including scores, recommendations, and performance insights.

Best regards,
[Organization Name] Team

Sending Batch Evaluation Emails

  1. Navigate to Batch
  2. Go to Assessment → Teacher Evaluation → Batch Dashboard
  3. Click on any completed batch evaluation

  4. Or go directly to: /assessment/teacher-evaluation/batch/{batch_id}/

  5. Access Email Function

  6. Look for the "Email Report" button on the batch details page

  7. Click "Email Report" to open the email dialog

  8. Fill Email Details

  9. Teacher Name: Enter the teacher's full name
  10. Email Address: Enter the recipient's email address
  11. Attachment Formats: Select which formats to include:
    • ☑️ PDF Summary Report
    • ☑️ Word Document Summary
    • ☐ CSV Detailed Data (optional)

  12. Additional Message: Add a custom message (optional)

  13. Send Email

  14. Review the details including batch summary
  15. Click "Send Email"
  16. You'll see a success confirmation with batch statistics

Example Batch Email Content:

Subject: [Organization] - Teacher Evaluation Report - [Teacher Name]

Dear [Teacher Name],

Your Batch Evaluation evaluation report has been generated and is attached to this email.

[Additional Message if provided]

Evaluation Summary
Batch Name: [Batch Name]
Rubric: [Rubric Name]
Evaluated by: [Evaluator Name]
Evaluation Date: [Date]
Total Feedbacks: [Count]
Average Score: [Score]/[Total Possible]
Format: PDF, Word Document

The attached files contain detailed analysis of your teaching feedback quality, 
including scores, recommendations, and performance insights.

Best regards,
[Organization Name] Team

Batch Email Configuration

Configuring Auto-Email Settings

  1. Access Batch Settings
  2. Navigate to a batch evaluation

  3. Click "Edit Batch" or go to: /assessment/teacher-evaluation/batch/{batch_id}/edit/

  4. Email Configuration Section Look for the "Email Settings" section with these options:

  5. Send Email on Completion: ☑️ Enable automatic email sending

  6. Manual Email Recipient: Override email address for manual cases
  7. Email Format Preferences: Choose default attachment formats

  8. Default Email Message: Set a standard message for auto-emails

  9. Email Format Options

  10. PDF Only: Send only PDF format
  11. Word Document Only: Send only DOCX format
  12. PDF and Word Document: Send both PDF and DOCX (recommended)

  13. All Formats: Send PDF, DOCX, and CSV

  14. Save Settings

  15. Click "Save Batch Settings"
  16. Settings will apply to future automatic emails

Manual Email Recipient Override

Use Case: When teacher email is not available or for adhoc evaluations

How to Configure: 1. In the batch edit page, find "Manual Email Recipient" 2. Enter the fallback email address (e.g., department.head@university.edu) 3. This email will be used when: - Teacher profile doesn't have an email - Evaluation is for a manual teacher entry - You want to send to a different recipient

Example Scenario:

Batch: "Guest Lecturer Feedback Analysis"
Manual Email Recipient: coordinator@department.edu
Use Case: Guest lecturer doesn't have a profile in the system

Automatic Email Setup

Enabling Auto-Email for Batches

  1. Create or Edit Batch
  2. Go to Assessment → Teacher Evaluation → Create Batch

  3. Or edit an existing batch

  4. Configure Auto-Email

  5. ☑️ Send email on completion: Enable automatic sending
  6. Email format preferences: Select pdf_docx (recommended)

  7. Email message: Enter default message like: Your teacher evaluation has been completed. Please review the attached reports and contact us if you have any questions.

  8. Set Manual Recipient (Optional)

  9. Add fallback email for cases where teacher email is unavailable

  10. Example: teaching.coordinator@university.edu

  11. Run Batch Evaluation

  12. When the batch completes processing
  13. The system automatically sends emails to:
    • Teacher's registered email (if available)
    • Manual recipient email (if teacher email not found)
    • Includes attachments based on format preferences

Auto-Email Workflow

Batch Completed → Check Auto-Email Enabled → Get Teacher Email → Generate Attachments → Send Email
                                               ↓
                                         If No Email Found
                                               ↓
                                    Use Manual Recipient Email

Email Format Preferences

Available Formats

  1. PDF Report
  2. Professional formatted document
  3. Includes charts and detailed analysis
  4. Best for sharing and archiving

  5. File size: ~200-500KB

  6. Word Document (DOCX)

  7. Editable format for further customization
  8. Includes all evaluation details
  9. Can be modified by recipients

  10. File size: ~300-800KB

  11. CSV Data Export

  12. Raw data in spreadsheet format
  13. Detailed scoring breakdown
  14. Suitable for further analysis
  15. File size: ~50-200KB

Setting Default Preferences

For Individual Batches: 1. Edit the batch 2. Set "Email Format Preferences" to: - pdf_only - PDF format only - docx_only - Word document only - pdf_docx - Both PDF and Word (recommended) - all_formats - PDF, Word, and CSV

For Organization-Wide: 1. Go to Django Admin → Organizations → [Your Organization] 2. Configure organization-wide email preferences 3. These become the default for new batches

User Experience by Format

Format Best For File Size Editability
PDF Professional sharing, printing Small Read-only
DOCX Further editing, customization Medium Fully editable
CSV Data analysis, spreadsheets Smallest Raw data

Organization SMTP Configuration

Setting Up Custom SMTP

Admin Access Required: Organization administrators can configure custom SMTP

  1. Access Organization Settings
  2. Go to Django Admin Panel

  3. Navigate to Organizations → [Your Organization] → Settings

  4. SMTP Configuration

  5. SMTP Enabled: ☑️ Enable organization SMTP
  6. SMTP Host: Your mail server (e.g., smtp.university.edu)
  7. SMTP Port: Usually 587 (TLS) or 465 (SSL)
  8. SMTP Username: Your email account username
  9. SMTP Password: Your email account password
  10. Use SSL: ☑️ For port 465
  11. Use TLS: ☑️ For port 587
  12. From Name: Display name (e.g., "University Evaluation System")

  13. From Email: Reply-to address (e.g., noreply@university.edu)

  14. Test Configuration

  15. Send a test email to verify settings
  16. Check that emails appear with your organization branding

SMTP Fallback System

If organization SMTP fails or is not configured: - System automatically falls back to default PrepareBuddy SMTP - Emails still get delivered successfully - From address will be from PrepareBuddy notification accounts

Email Flow:

Email Request → Check Organization SMTP → If Available: Use Org SMTP
                                      → If Not Available/Fails: Use Default SMTP

Troubleshooting

Common Issues and Solutions

1. "Email Report" Button Not Visible

Possible Causes: - Evaluation not completed - User lacks email permissions - Browser cache issues

Solutions: - Ensure evaluation status is "completed" - Check user has examiner role - Refresh page or clear browser cache - Check URL: should be on evaluation/batch details page

2. Email Not Received

Check These Steps: 1. Verify Email Address: Ensure recipient email is correct 2. Check Spam Folder: Emails might be filtered as spam 3. Confirm Email Sent: Look for success message in web interface 4. Check Organization SMTP: If using custom SMTP, verify settings 5. Contact IT: Organization email server might have issues

Success Indicators: - ✅ Green success message appears - ✅ "Email sent successfully" confirmation - ✅ No error messages displayed

3. Attachments Missing

Possible Causes: - File generation errors - Email size limits exceeded - SMTP server restrictions

Solutions: - Try with fewer attachment formats - Check if PDFs generate correctly via download first - Contact administrator about email size limits

4. Wrong Organization Name in Emails

Issue: Email shows incorrect organization name

Solution: - This was a known issue that has been fixed - Emails now correctly use batch.rubric.organization name - If still seeing issues, contact support

5. Authentication Errors

Symptoms: - "Permission denied" messages - Unable to access email functionality

Solutions: - Ensure you're logged in with examiner privileges - Check organization membership status - Contact administrator for role assignment

Email Delivery Debugging

For Administrators:

  1. Check Django Logs bash # Look for email service logs tail -f /path/to/django.log | grep EMAIL_SERVICE

  2. Common Log Messages:

  3. EMAIL_SERVICE: Starting email send to user@example.com - Email initiated
  4. EMAIL_SERVICE: Email sent successfully - Delivery successful

  5. FALLBACK_EMAIL: Using account: notification@preparebuddy.com - Using fallback SMTP

  6. SMTP Testing ```python # Django shell test from qbank.utils.email_service import send_teacher_evaluation_email

result = send_teacher_evaluation_email( recipient='test@example.com', teacher_name='Test Teacher', report_type='Test Email', organization=your_organization, attachments=[], additional_message='This is a test email' ) print(f"Email result: {result}") ```

Getting Help

For Users: - Contact your organization administrator - Check this documentation for common solutions - Use the "Help" section in the web interface

For Administrators: - Check Django admin logs - Verify SMTP configuration - Test email functionality with simple emails first - Contact technical support if issues persist

Support Contacts: - Organization Issues: Your local IT administrator - Technical Problems: System administrator - Feature Requests: Contact development team

Quick Reference

Email Workflow Summary

  1. Complete Evaluation/Batch → Status becomes "completed"
  2. Click "Email Report" → Opens email dialog
  3. Fill Details → Teacher name, email, formats, message
  4. Send Email → System generates attachments and sends
  5. Confirmation → Success message with details

Key URLs

  • Individual Evaluation: /assessment/teacher-evaluation/evaluation/{id}/
  • Batch Evaluation: /assessment/teacher-evaluation/batch/{id}/
  • Batch Edit: /assessment/teacher-evaluation/batch/{id}/edit/
  • Email Templates: Django Admin → Email Templates

Default Settings

  • Format Preference: PDF + Word Document
  • Auto-Email: Disabled by default
  • SMTP: Uses organization SMTP if configured, otherwise defaults to system SMTP
  • Email Template: Standard teacher evaluation email template

For API integration and programmatic email sending, see the Teacher Evaluation Email API documentation.

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email gui workflow manual batch automatic smtp attachments
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