fix(email): create missing email template and decouple email destination settings

- Create app/templates/email/default.html (fixes 'default.html not found' error)
- Add DEST_EMAIL_* settings to app/config.py (decoupled from shared EMAIL_* settings)
- Update upload_to_email task to use dest_email_* settings exclusively
- Update _should_upload_to_email() to check dest_email_* settings
- Update config validator, providers, and settings_service for dest_email_*
- Update .env.demo and docs/ConfigurationGuide.md
- Update all tests to use dest_email_* settings where appropriate"

Co-authored-by: christianlouis <361235+christianlouis@users.noreply.github.com>

app/utils/config_validator/providers.py

@@ -154,23 +154,23 @@ def get_provider_status() -> dict[str, dict[str, object]]:
         },
     }
 
-    # Add Email configuration
+    # Add Email destination configuration (dedicated settings for document delivery)
     providers["Email"] = {
         "name": "Email",
         "icon": "fa-solid fa-envelope",
         "configured": bool(
-            getattr(settings, "email_host", None) and getattr(settings, "email_default_recipient", None)
+            getattr(settings, "dest_email_host", None) and getattr(settings, "dest_email_default_recipient", None)
         ),
         "enabled": True,
         "description": "Send documents via email",
         "details": {
-            "host": getattr(settings, "email_host", "Not set"),
-            "port": getattr(settings, "email_port", "Not set"),
-            "username": getattr(settings, "email_username", "Not set"),
-            "password": mask_sensitive_value(getattr(settings, "email_password", None)),
-            "use_tls": getattr(settings, "email_use_tls", "Not set"),
-            "sender": getattr(settings, "email_sender", "Not set"),
-            "default_recipient": getattr(settings, "email_default_recipient", "Not set"),
+            "host": getattr(settings, "dest_email_host", "Not set"),
+            "port": getattr(settings, "dest_email_port", "Not set"),
+            "username": getattr(settings, "dest_email_username", "Not set"),
+            "password": mask_sensitive_value(getattr(settings, "dest_email_password", None)),
+            "use_tls": getattr(settings, "dest_email_use_tls", "Not set"),
+            "sender": getattr(settings, "dest_email_sender", "Not set"),
+            "default_recipient": getattr(settings, "dest_email_default_recipient", "Not set"),
         },
     }
 

app/utils/config_validator/validators.py

@@ -107,12 +107,12 @@ def validate_storage_configs() -> dict[str, list[str]]:
 
     issues["sftp"] = sftp_issues
 
-    # Validate Email sending
+    # Validate Email sending (destination-specific settings)
     email_issues = []
-    if not getattr(settings, "email_host", None):
-        email_issues.append("EMAIL_HOST is not configured")
-    if not getattr(settings, "email_default_recipient", None):
-        email_issues.append("EMAIL_DEFAULT_RECIPIENT is not configured")
+    if not getattr(settings, "dest_email_host", None):
+        email_issues.append("DEST_EMAIL_HOST is not configured")
+    if not getattr(settings, "dest_email_default_recipient", None):
+        email_issues.append("DEST_EMAIL_DEFAULT_RECIPIENT is not configured")
     issues["email"] = email_issues
 
     # Validate S3

app/utils/settings_service.py

@@ -917,7 +917,7 @@ SETTING_METADATA = {
     # Email Settings
     "email_host": {
         "category": "Email",
-        "description": "SMTP server hostname",
+        "description": "SMTP server hostname (shared – used for password reset and verification emails)",
         "type": "string",
         "sensitive": False,
         "required": False,
@@ -965,7 +965,64 @@ SETTING_METADATA = {
     },
     "email_default_recipient": {
         "category": "Email",
-        "description": "Default recipient email address",
+        "description": "Default recipient email address (shared – used for system notifications)",
+        "type": "string",
+        "sensitive": False,
+        "required": False,
+        "restart_required": False,
+    },
+    # Email Destination Settings (dedicated SMTP for document delivery)
+    "dest_email_host": {
+        "category": "Email Destination",
+        "description": "SMTP server hostname for document delivery (separate from shared email settings)",
+        "type": "string",
+        "sensitive": False,
+        "required": False,
+        "restart_required": False,
+    },
+    "dest_email_port": {
+        "category": "Email Destination",
+        "description": "SMTP port for document delivery (default: 587)",
+        "type": "integer",
+        "sensitive": False,
+        "required": False,
+        "restart_required": False,
+    },
+    "dest_email_username": {
+        "category": "Email Destination",
+        "description": "SMTP username for document delivery",
+        "type": "string",
+        "sensitive": False,
+        "required": False,
+        "restart_required": False,
+    },
+    "dest_email_password": {
+        "category": "Email Destination",
+        "description": "SMTP password for document delivery",
+        "type": "string",
+        "sensitive": True,
+        "required": False,
+        "restart_required": False,
+    },
+    "dest_email_use_tls": {
+        "category": "Email Destination",
+        "description": "Use TLS encryption for document delivery SMTP",
+        "type": "boolean",
+        "sensitive": False,
+        "required": False,
+        "restart_required": False,
+    },
+    "dest_email_sender": {
+        "category": "Email Destination",
+        "description": "From address for document delivery emails (defaults to dest_email_username)",
+        "type": "string",
+        "sensitive": False,
+        "required": False,
+        "restart_required": False,
+    },
+    "dest_email_default_recipient": {
+        "category": "Email Destination",
+        "description": "Default recipient email for document delivery when none is specified",
         "type": "string",
         "sensitive": False,
         "required": False,