Final Onboarding processes

.vscode/settings.json

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+{
+    "livePreview.defaultPreviewPath": "/templates/onboarding_template.html"
+}

email_text/dritich_email.txt

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+Subject: HR Works Access Request for New Employee
+
+Hello Dritich,
+
+A new employee requires access to the HR system (HR Works) for their onboarding process.
+
+Please proceed with creating the HR Works account for the following employee:
+
+Employee Name: {{VORNAME}} {{NACHNAME}}
+Department: {{ABTEILUNG}}
+Start Date: {{VERTRAGSBEGINN}}
+
+If you require any additional information, please let us know.
+
+Best regards,  
+The Onboarding Team

email_text/minuth_email.txt

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+Subject: New Key Request for Onboarding Employee
+
+Hello Minuth,
+
+We have a new employee who requires a key (Schlüssel) as part of their onboarding process.
+
+Please proceed with creating and providing the necessary key for the following employee:
+
+Employee Name: {{VORNAME}} {{NACHNAME}}
+Department: {{ABTEILUNG}}
+Start Date: {{VERTRAGSBEGINN}}
+
+If you have any questions or need further details, feel free to reach out.
+
+Best regards,  
+The Onboarding Team

env/.env

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+# Email Server Configuration
+IMAP_SERVER=mxe839.netcup.net
+SMTP_SERVER=mxe839.netcup.net
+EMAIL_PORT=465  # Port for SSL/TLS (Port 465)
+EMAIL_ACCOUNT=onboarding@bostame.de
+PASSWORD=
+MAILBOX=INBOX
+
+# Recipients for notification emails
+MINUTH_EMAIL=minuth@bostame.de
+DRITICH_EMAIL=dittrich@bostame.de
+
+# Additional directories or paths
+TEMPLATES_DIR=templates
+ATTACHMENTS_DIR=attachments
+ONBOARDED_DIR=onboarded_person
+TEMP_PDF_DIR=temp_pdf
+EMAIL_TEXT_DIR=email_text
+

main.py

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+import imaplib
+import email
+import os
+import pandas as pd
+import pdfkit
+from jinja2 import Template
+from PyPDF2 import PdfWriter, PdfReader, PageObject
+from datetime import datetime
+from email.header import decode_header
+import time
+from pathlib import Path
+from dotenv import load_dotenv
+import uuid
+import smtplib
+from email.mime.text import MIMEText
+from email.mime.multipart import MIMEMultipart
+import re
+
+# Load environment variables from .env file
+load_dotenv(dotenv_path=Path(__file__).parent / 'env' / '.env')
+
+# Retrieve secret credentials and directories from environment variables
+IMAP_SERVER = os.getenv('IMAP_SERVER')
+SMTP_SERVER = os.getenv('SMTP_SERVER')
+EMAIL_PORT = int(os.getenv('EMAIL_PORT'))
+EMAIL_ACCOUNT = os.getenv('EMAIL_ACCOUNT')
+PASSWORD = os.getenv('PASSWORD')
+MAILBOX = os.getenv('MAILBOX')
+
+# Recipients from .env file
+MINUTH_EMAIL = os.getenv('MINUTH_EMAIL')
+DRITICH_EMAIL = os.getenv('DRITICH_EMAIL')
+
+# Retrieve directory paths from environment variables
+TEMPLATES_DIR = Path(os.getenv('TEMPLATES_DIR'))
+ATTACHMENTS_DIR = Path(os.getenv('ATTACHMENTS_DIR'))
+ONBOARDED_DIR = Path(os.getenv('ONBOARDED_DIR'))
+TEMP_PDF_DIR = Path(os.getenv('TEMP_PDF_DIR'))
+EMAIL_TEXT_DIR = Path(os.getenv('EMAIL_TEXT_DIR'))
+
+# Ensure directories exist
+for directory in [ATTACHMENTS_DIR, TEMPLATES_DIR, ONBOARDED_DIR, TEMP_PDF_DIR, EMAIL_TEXT_DIR]:
+    directory.mkdir(parents=True, exist_ok=True)
+
+# Configure path to wkhtmltopdf
+path_to_wkhtmltopdf = Path(r'C:\Program Files\wkhtmltopdf\bin\wkhtmltopdf.exe')
+config = pdfkit.configuration(wkhtmltopdf=str(path_to_wkhtmltopdf))
+options = {
+    'enable-local-file-access': None,
+    'page-size': 'A4',
+    'margin-top': '50mm',
+    'margin-bottom': '20mm',
+    'margin-left': '20mm',
+    'margin-right': '20mm'
+}
+
+# Function to send an email with dynamic content
+def send_email_notification(to_email, subject, template_file, context):
+    try:
+        # Load the email content from the text file and render the template
+        with open(template_file, 'r', encoding='utf-8') as file:
+            template_content = file.read()
+
+        # Render the email content with the context (employee data)
+        template = Template(template_content)
+        rendered_content = template.render(context)
+
+        msg = MIMEMultipart()
+        msg['From'] = EMAIL_ACCOUNT
+        msg['To'] = to_email
+        msg['Subject'] = subject
+
+        # Attach the rendered email body
+        msg.attach(MIMEText(rendered_content, 'plain'))
+
+        # Send the email via SMTP over SSL
+        print(f"Attempting to connect to SMTP server {SMTP_SERVER} on port {EMAIL_PORT} using SSL...")
+        with smtplib.SMTP_SSL(SMTP_SERVER, EMAIL_PORT) as server:
+            print(f"Connected to SMTP server {SMTP_SERVER}, attempting to login...")
+            server.login(EMAIL_ACCOUNT, PASSWORD)
+            print(f"Logged in successfully, sending email to {to_email}...")
+            server.send_message(msg)
+            print(f"Email sent to {to_email}")
+    except Exception as e:
+        print(f"Failed to send email to {to_email}: {e}")
+    finally:
+        # Introduce a small delay between emails to avoid potential throttling issues
+        time.sleep(5)
+
+# Helper function to split a list into chunks of a specified size and format it in title case
+def chunk_list(data_list, chunk_size=4):
+    title_case_list = [item.title() for item in data_list]
+    for i in range(0, len(title_case_list), chunk_size):
+        yield title_case_list[i:i + chunk_size]
+
+# Function to generate PDF from HTML
+def generate_pdf_from_html(html_content, output_pdf):
+    try:
+        pdfkit.from_string(html_content, output_pdf, configuration=config, options=options)
+        print(f"Generated PDF: {output_pdf}")
+    except Exception as e:
+        print(f"Error generating PDF {output_pdf}: {e}")
+
+# Overlay generated PDF content onto the letterhead
+def overlay_content_on_letterhead(content_pdf, letterhead_pdf, output_pdf):
+    try:
+        letterhead_reader = PdfReader(letterhead_pdf)
+        content_reader = PdfReader(content_pdf)
+
+        writer = PdfWriter()
+        letterhead_page = letterhead_reader.pages[0]
+
+        for page_num in range(len(content_reader.pages)):
+            content_page = content_reader.pages[page_num]
+            overlay_page = PageObject.create_blank_page(width=letterhead_page.mediabox.width, height=letterhead_page.mediabox.height)
+            overlay_page.merge_page(letterhead_page)
+            overlay_page.merge_page(content_page)
+            writer.add_page(overlay_page)
+
+        with open(output_pdf, 'wb') as output_file:
+            writer.write(output_file)
+        print(f"Final PDF saved to: {output_pdf}")
+
+    except Exception as e:
+        print(f"Error overlaying content on letterhead: {e}")
+
+# Function to process CSV and generate PDF with email feature
+def process_csv_and_generate_pdf(csv_file):
+    try:
+        print(f"Processing CSV file: {csv_file}")
+
+        # Load CSV data
+        data = pd.read_csv(csv_file)
+        print(f"CSV Data loaded successfully for {csv_file}")
+
+        # Load the HTML template from the templates directory
+        with open(TEMPLATES_DIR / 'onboarding_template.html', 'r', encoding='utf-8') as file:
+            html_template = file.read()
+        print("HTML template loaded successfully")
+
+        for index, row in data.iterrows():
+            try:
+                print(f"Processing row {index}")
+                
+                # Split "Vorname und Nachname" into first and last name
+                name_parts = row['Vorname und Nachname'].split()
+                vorname = name_parts[0]
+                nachname = " ".join(name_parts[1:])
+
+                # Chunk the multiline fields into formatted lists
+                arbeitsegeraete_list = list(chunk_list(row.get('Der Mitarbeiter Benötigt Folgende Arbeitsgeräte', '').split('\n')))
+                zugaenge_list = list(chunk_list(row.get('Die Folgenden Zugänge und Rollen Sollen Zu Workspace Eingerichtet Werden', '').split('\n')))
+                software_list = list(chunk_list(row.get('Darüber Hinaus Benötigt Er Folgende Software', '').split('\n')))
+                account_list = list(chunk_list(row.get('Zugänge, Die Standardmäßig Eingerichtet Werden Sollen, Bitte Benennen', '').split('\n')))
+                standard_zugaenge_list = row.get('Zugänge, Die Standardmäßig Eingerichtet Werden Sollen, Bitte Benennen', '').split('\n')
+                printer_list = list(chunk_list(row.get('Ressourcen, Die Standardmäßig Eingerichtet Werden Sollen, Bitte Benennen', '').split('\n')))
+                telephone = row.get('TUBS-Telefon-Direktwahl-Nr. 030 447202 (10-89)', None)
+
+
+
+                # Prepare the context with employee data
+                context = {
+                    'VORNAME': vorname,
+                    'NACHNAME': nachname,
+                    'BERUFSBEZEICHNUNG': row.get('Berufsbezeichnung', 'N/A'),
+                    'ABTEILUNG': row.get('Abteilung', 'N/A'),
+                    'EMAIL': row.get('Gewünschte Dienstliche E-Mail-Adresse', 'N/A'),
+                    'VERTRAGSBEGINN': row.get('Vertragsbeginn', 'N/A'),
+                    'UEBERGABEDATUM': row.get('Gewünschtes Übergabedatum der Geräte', 'N/A'),
+                    'GRUPPENPOSTFAECHER_ERFORDERLICH': row.get('Gruppenpostfächer Erforderlich?', 'N/A'),
+                    'ZUGAENGE_LIST': zugaenge_list,
+                    'ARBEITSGERÄTE_LIST': arbeitsegeraete_list,
+                    'SOFTWARE_LIST': software_list,
+                    'ACCOUNT_LIST': account_list,  # Pass Standard-Zugänge data
+                    'STANDARD_ZUGAENGE': row.get('Zugänge, Die Standardmäßig Eingerichtet Werden Sollen, Bitte Benennen', ''),
+                    'SOFTWAREWUNSCH': row.get('Haben Sie Einen Zusätzlichen Softwarewunsch?', ''),
+                    'STANDARD_RESSOURCEN': printer_list,
+                    'TELEFONNUMMER': telephone,
+                    'BEMERKUNGEN': row.get('Haben Wir Irgendetwas Übersehen? Schreiben Sie Uns Hier.', 'nan'),
+                    'VEREINBARUNG': row.get('Vereinbarung', ''),
+                    'UNTERSCHRIFT': row.get('Unterschrift', ''),
+                }
+
+                # Fill the template with data
+                html_content = Template(html_template).render(context)
+
+                # Generate content PDF and save to temp_pdf directory
+                content_pdf_path = TEMP_PDF_DIR / f'temp_content_{vorname}_{nachname}.pdf'
+                print(f"Generating content PDF at: {content_pdf_path}")
+                generate_pdf_from_html(html_content, str(content_pdf_path))
+
+                # Define output PDF filename and save to onboarded_person directory
+                output_pdf_path = ONBOARDED_DIR / f'onboarding_letter_{vorname}_{nachname}.pdf'.replace(" ", "_")
+
+                # Overlay content on letterhead and save final PDF
+                letterhead_pdf = TEMPLATES_DIR / 'templates.pdf'
+                print(f"Overlaying content on letterhead: {letterhead_pdf}")
+                overlay_content_on_letterhead(str(content_pdf_path), letterhead_pdf, output_pdf_path)
+
+                print(f"Final PDF generated and saved at: {output_pdf_path}")
+
+                # Email notifications based on conditions
+                # Check for "Schlüssel" in ARBEITSGERÄTE_LIST and send email
+                if any("Schlüssel".lower() in s.lower() for sublist in arbeitsegeraete_list for s in sublist if isinstance(s, str)):
+                    print(f"'Schlüssel' found for {vorname} {nachname}")
+                    send_email_notification(MINUTH_EMAIL, 'Schlüssel Required', EMAIL_TEXT_DIR / 'minuth_email.txt', context)
+
+                # Check for "HR Works" in STANDARD_ZUGAENGE_LIST and send email
+                if any("HR Works".lower() in s.lower() for s in standard_zugaenge_list if isinstance(s, str)):
+                    print(f"'HR Works' found for {vorname} {nachname}")
+                    send_email_notification(DRITICH_EMAIL, 'HR Works Access Required', EMAIL_TEXT_DIR / 'dritich_email.txt', context)
+
+            except Exception as e:
+                print(f"Error processing row {index}: {e}")
+
+    except Exception as e:
+        print(f"Error processing CSV {csv_file}: {e}")
+
+
+# Function to check email for CSV attachments
+def check_email_for_csv():
+    try:
+        # Connect to the email server
+        mail = imaplib.IMAP4_SSL(IMAP_SERVER)
+        mail.login(EMAIL_ACCOUNT, PASSWORD)
+        mail.select(MAILBOX)
+
+        # Search for all unread emails
+        status, messages = mail.search(None, '(UNSEEN)')
+        email_ids = messages[0].split()
+
+        for e_id in email_ids:
+            res, msg = mail.fetch(e_id, "(RFC822)")
+            for response_part in msg:
+                if isinstance(response_part, tuple):
+                    msg = email.message_from_bytes(response_part[1])
+                    subject, encoding = decode_header(msg["Subject"])[0]
+
+                    if isinstance(subject, bytes):
+                        subject = subject.decode(encoding or "utf-8")
+
+                    print(f"Processing email: {subject}")
+
+                    # Loop through email parts to find attachments
+                    if msg.is_multipart():
+                        for part in msg.walk():
+                            content_disposition = str(part.get("Content-Disposition"))
+                            if "attachment" in content_disposition:
+                                filename = part.get_filename()
+
+                                if filename.endswith(".csv"):
+                                    # Save the CSV attachment with a unique name
+                                    unique_filename = f"{filename.split('.')[0]}_{uuid.uuid4().hex}.csv"
+                                    filepath = ATTACHMENTS_DIR / unique_filename
+                                    with open(filepath, "wb") as f:
+                                        f.write(part.get_payload(decode=True))
+                                    print(f"CSV file saved as {filepath}")
+
+                                    # Process CSV and generate PDF
+                                    process_csv_and_generate_pdf(filepath)
+
+        mail.logout()
+    except Exception as e:
+        print(f"Failed to check email: {e}")
+
+# Countdown timer for 30 seconds before checking again
+def countdown_timer(seconds):
+    for i in range(seconds, 0, -1):
+        print(f"Waiting {i} seconds...", end="\r")
+        time.sleep(1)
+    print("Checking emails now...")
+
+# Continuously check for new emails every 30 seconds
+while True:
+    check_email_for_csv()
+    countdown_timer(30)

templates/onboarding_template.html

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+<!DOCTYPE html>
+<html lang="de">
+<head>
+    <meta charset="UTF-8">
+    <meta name="viewport" content="width=device-width, initial-scale=1.0">
+    <title>Onboarding Letter</title>
+    <style>
+        body { 
+            font-family: Arial, sans-serif; 
+            margin: 20px;
+            line-height: 1.7;
+            color: #333;
+            font-size: 14px;  /* Reduced font size to fit more content on the page */
+        }
+
+        h1, h2, h3 { 
+            color: #231093;
+            font-weight: bold;
+            font-size: 16px;  /* Reduced heading sizes */
+            margin-bottom: 10px;
+        }
+
+        p { 
+            margin: 8px 0;
+        }
+
+        .csv-input {
+            color: #000078;
+            font-weight: bold;
+        }
+
+        .signature {
+            margin-top: 15px;
+        }
+
+        img.signature {
+            width: 150px;  /* Reduced image size */
+            height: auto;
+            margin-top: 10px;
+        }
+
+        .table-layout {
+            width: 100%;
+            border-collapse: collapse;
+            margin: 15px 0;
+        }
+
+        .table-layout td, .table-layout th {
+            border: 1px solid #ccc;
+            padding: 6px;  /* Reduced padding in table cells */
+            text-align: left;
+            font-size: 12px;  /* Reduced font size in tables */
+        }
+
+        .table-layout th {
+            background-color: #f0f8ff;
+            color: #231093;
+            font-weight: bold;
+        }
+
+        .page-content {
+            padding: 30px 0;  /* Reduced padding to conserve space */
+        }
+
+        .intro-message {
+            font-size: 15px;  /* Reduced size of the introductory message */
+            font-style: italic;
+            margin-bottom: 15px;
+        }
+
+        .footer-message {
+            margin-top: 40px;
+            font-size: 14px;
+            color: #555;
+        }
+    </style>
+</head>
+<body>
+    <div class="page-content">
+        <p class="intro-message">"Willkommen im Team! Wir sind begeistert, Sie auf dieser spannenden Reise an unserer Seite zu haben."</p>
+
+        <!-- Use the full name in the salutation -->
+        <p>Sehr geehrte/r <span class="csv-input">{{VORNAME}} {{NACHNAME}}</span>,</p>
+
+        <p>Wir freuen uns riesig, Sie als unsere/n neue/n <span class="csv-input">{{BERUFSBEZEICHNUNG}}</span> in der Abteilung <span class="csv-input">{{ABTEILUNG}}</span> begrüßen zu dürfen. Ihr Arbeitsvertrag beginnt am <span class="csv-input">{{VERTRAGSBEGINN}}</span>. Der Termin für die Übergabe der benötigten Arbeitsmittel ist für den <span class="csv-input">{{UEBERGABEDATUM}}</span> vorgesehen. Ihre dienstliche E-Mail-Adresse lautet: <span class="csv-input">{{EMAIL}}</span></p>
+        
+        <p>Mit Ihnen gemeinsam werden wir großartige Dinge erreichen!</p>
+
+        <h3>Ihre Arbeitsgeräte</h3>
+        <table class="table-layout">
+            <thead>
+                <tr>
+                    <th>Arbeitsgerät</th>
+                </tr>
+            </thead>
+            <tbody>
+                {% for row in ARBEITSGERÄTE_LIST %}
+                <tr>
+                    {% for cell in row %}
+                    <td>{{ cell }}</td>
+                    {% endfor %}
+                </tr>
+                {% endfor %}
+            </tbody>
+        </table>
+
+        <h3>Zugänge und Rollen</h3>
+        <table class="table-layout">
+            <thead>
+                <tr>
+                    <th>Zugang</th>
+                </tr>
+            </thead>
+            <tbody>
+                {% for row in ZUGAENGE_LIST %}
+                <tr>
+                    {% for cell in row %}
+                    <td>{{ cell }}</td>
+                    {% endfor %}
+                </tr>
+                {% endfor %}
+            </tbody>
+        </table>
+
+        <h3>Benötigte Software</h3>
+        <table class="table-layout">
+            <thead>
+                <tr>
+                    <th>Software</th>
+                </tr>
+            </thead>
+            <tbody>
+                {% for row in SOFTWARE_LIST %}
+                <tr>
+                    {% for cell in row %}
+                    <td>{{ cell }}</td>
+                    {% endfor %}
+                </tr>
+                {% endfor %}
+            </tbody>
+        </table>
+
+        <h3>Liste der Konten</h3>
+        <table class="table-layout">
+            <thead>
+                <tr>
+                    <th>Konten</th>
+                </tr>
+            </thead>
+            <tbody>
+                {% for row in ACCOUNT_LIST %}
+                <tr>
+                    {% for cell in row %}
+                    <td>{{ cell }}</td>
+                    {% endfor %}
+                </tr>
+                {% endfor %}
+            </tbody>
+        </table>
+
+        <h3>Drucker im Büro</h3>
+        <table class="table-layout">
+            <thead>
+                <tr>
+                    <th>Drucker</th>
+                </tr>
+            </thead>
+            <tbody>
+                {% for row in STANDARD_RESSOURCEN %}
+                <tr>
+                    {% for cell in row %}
+                    <td>{{ cell }}</td>
+                    {% endfor %}
+                </tr>
+                {% endfor %}
+            </tbody>
+        </table>
+
+        <h3>TUBS-Telefon</h3>
+        <table class="table-layout">
+            <thead>
+                <tr>
+                    <th>Direktwahl-Nr.</th>
+                </tr>
+            </thead>
+            <tbody>
+                {% for row in TELEFONNUMMER %}
+                <tr>
+                    {% for cell in row %}
+                    <td>{{ cell }}</td>
+                    {% endfor %}
+                </tr>
+                {% endfor %}
+            </tbody>
+        </table>
+
+        
+        <h3>Unterschrift:</h3>
+        <img src="{{UNTERSCHRIFT}}" alt="Unterschrift" class="signature">
+        
+        <p class="footer-message">Nochmals herzlich willkommen! Zögern Sie nicht, uns bei Fragen jederzeit zu kontaktieren. Wir freuen uns darauf, gemeinsam mit Ihnen durchzustarten!</p>
+    </div>
+</body>
+</html>