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Add email notifications for storage limits, access changes and manual task assignments - #10089
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… task assignments Warn organization owners and admins when used storage reaches 90% and 100%, notify users when annotations or datasets are shared with their teams, an annotation is transferred to them, their teams or roles change, or a task is manually assigned to them.
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Included review availability: This review used your included allowance. Your plan provides up to 2 included reviews per hour; 0 remain after this review. 📝 WalkthroughWalkthroughThe changes add email notifications for sharing, annotation transfers, access changes, and manual task assignments. They also add configurable storage-usage warnings, persist crossed thresholds, and check those thresholds during storage refreshes. ChangesUser Notifications
Storage Warnings
Priority: ➖ Normal Estimated code review effort: 4 (Complex) | ~45 minutes Change: Feature Merge Risk: 🔵 Low · up to Some users who gain dataset access through a newly shared team will not receive the intended email if they administer another organization. This is a bounded notification gap that should be fixed or explicitly accepted before merging. Security Architecture ReviewSecurity architecture risk: 🔵 Low · up to The new sharing emails can disclose dataset-identifying information when permission and membership changes race with delivery. Existing authentication and dataset-access checks remain in place, and notification links do not themselves grant access. The identified exposure is limited to metadata; broader rollout behavior remains incompletely verified. Retained concerns
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@normanrz I think these email notification are useful addition. Some address general organization/plan limits and others target collaboration features and team work. |
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Actionable comments posted: 4
- 🪄 Fix CodeRabbit comments on this PR
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Inline comments:
Review comments at @app/mail/DefaultMails.scala:
- Line 420: Percent-encode datasetName as a path segment before interpolating it
into the notification URL, so reserved characters such as # and ? remain part of
the dataset name. Add a test verifying the generated link for a name containing
reserved characters.
Review comments at @app/models/storage/StorageWarningService.scala:
- Line 59: In the storage-warning flow, resolve recipients with
findMultiUsersOfOrganizationOwnerAndAdmins before calling insertStorageWarnings;
keep the notification conditional on newlyRecordedCount being greater than zero
and reuse the resolved recipients when sending mail.
Review comments at @app/models/user/NotificationMailService.scala:
- Line 77: Add a shared eligibility predicate in NotificationMailService that
rejects deactivated and unlisted users. Apply it in notifyAnnotationTransferred,
notifyTaskAssigned, and notifyAccessChanged before resolving each recipient’s
MultiUser record; check both userBefore and userAfter in notifyAccessChanged and
assignee in notifyTaskAssigned.
- Line 113: Update the prior-access role check in the notification filter so
admin or dataset-manager status suppresses sharing notifications only when the
user’s organization matches the dataset’s organization; preserve the existing
role checks and use the organization fields shown in the diff.
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Configuration used: Organization UI
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📒 Files selected for processing (26)
app/controllers/AnnotationController.scalaapp/controllers/DatasetController.scalaapp/controllers/TaskController.scalaapp/controllers/UserController.scalaapp/mail/DefaultMails.scalaapp/models/organization/Organization.scalaapp/models/storage/StorageWarningService.scalaapp/models/storage/UsedStorageService.scalaapp/models/user/NotificationMailService.scalaapp/utils/WkConf.scalaapp/views/mail/accessChanged.scala.htmlapp/views/mail/annotationShared.scala.htmlapp/views/mail/annotationTransferred.scala.htmlapp/views/mail/datasetShared.scala.htmlapp/views/mail/storageWarning.scala.htmlapp/views/mail/taskAssigned.scala.htmlconf/application.confdocs/sharing/annotation_sharing.mddocs/tasks_projects/tasks.mddocs/users/access_rights.mddocs/users/organizations.mdschema/evolutions/186-storage-warnings.sqlschema/evolutions/reversions/186-storage-warnings.sqlschema/schema.sqltest/backend/NotificationMailTestSuite.scalaunreleased_changes/10089.md
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I am ok with adding these emails. I think we should add user settings so that users can pick what they want to be notified about. Otherwise, I am afraid they'll be unhappy about too many emails. |
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Yes, notification setting are generally a good idea. I am not to worried for the moment. All the admin emails are relevant and should never be disabled. The user facing one (team membership changes, task assignments, ...) happen very infrequently. |
The user list activates users and configures their teams in two separate requests, so the access change mail followed right after the activation mail. Dataset names may contain characters that break the mail link's URL path.
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before I review in depth: I see that there are still unresolved coderabbit comments – are those relevant? |
… users A failed recipient lookup after recording a threshold would suppress the warning until usage dropped below the re-arm margin. Transfers and manual task assignments no longer notify deactivated users, who cannot log in.
They are resolved now. |
fm3
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fm3
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Thanks for pushing user convenience!
I have a couple of thoughts
- I suggest to be explicit in naming these services/configs that this is about emails, and not the UI
- Should other notifications be moved to this service? Which emails count as a notification, which don’t?
- For the access-changed notifications, I wonder if we can somehow reuse the access queries from the DAOs directly, rathe than duplicating the logic here. That is error-prone. For example, annotations shared with a team are not listed to users who do not have dataset list access. They would now get an Email anyway. Also, for public datasets they now get an email on team sharing, even though they could already see it before.
| if (numBytes < 1000) 0 else math.min((math.log10(numBytes.toDouble) / 3).toInt, units.length - 1) | ||
| val value = numBytes / math.pow(1000, exponent) | ||
| if (exponent == 0) s"$numBytes B" else "%.1f %s".formatLocal(Locale.ROOT, value, units(exponent)) | ||
| } |
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should be moved to the trait Formatter. Also I’d skip the formatLocal and just make the format explicit.
| trialLeadTimesDays = [7] # trials are short, so they only get a single reminder shortly before expiry | ||
| tickerInterval = 6 hours | ||
| } | ||
| storageWarning { |
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| storageWarning { | |
| storageWarningEmails { |
(I would try to make this explicit where possible throughout the code, that this is all about emails, as opposed to notifications in the wk UI)
| CONSTRAINT validOrganizationId CHECK (_organization ~* '^[A-Za-z0-9\-_. ]+$') | ||
| ); | ||
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| CREATE TABLE webknossos.organization_storageWarnings( |
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| CREATE TABLE webknossos.organization_storageWarnings( | |
| CREATE TABLE webknossos.organization_sentStorageWarningEmails( |
| "treat any usage as exceeded if no storage is included" in { | ||
| assert(usagePercent(0, 0) == 0.0) | ||
| assert(usagePercent(1, 0).isPosInfinity) | ||
| } |
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I thought unset usedStorage should mean infinite storage for an organization?
Co-authored-by: Florian M <fm3@users.noreply.github.com>
Co-authored-by: Florian M <fm3@users.noreply.github.com>
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3 participants
Summary
New email notifications:
organization_storageWarnings) and re-armed once usage drops 5 points below them, so hovering near a threshold doesn't cause repeated mails.Notes for reviewers:
NotificationMailService), so mail failures never fail the request.webKnossos.storageWarning.{enabled, thresholdsPercent},mail.notifications.{accessChanges, manualTaskAssignments}. All enabled by default.Steps to test:
mail.logToStdout = true(or configure SMTP)includedStoragefor your organization, trigger a storage scan (yarn enable-storage-scan/ upload a dataset), check the warning mail is logged once for 90% and once for 100%Issues:
$PR_NUMBER.mdfile inunreleased_changesor use./tools/create-changelog-entry.py)