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Add initial implementation of Email Sender
WESMUN 2026 email sender with CSV processing and email template sender
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‎WESMUN Delegate Email Sender/README.md‎

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# WESMUN 2026 Delegate Email Sender
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A Python script to send personalized committee allocation emails to Model United Nations (MUN) delegates for WESMUN 2026.
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## 📋 Overview
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This tool automates the process of sending allocation emails to delegates, including:
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- Personalized email content with delegate name and country/portfolio allocation
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- Committee-specific information (agendas, group chat links)
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- PDF attachments (Code of Conduct, Delegate Handbook, Schedule, Waiver Form)
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- Committee-specific Background Guide PDFs
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## 📁 Project Structure
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```
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wesmun_del_email/
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├── sendMail.py # Main email sending script
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├── body.txt # Email body template with placeholders
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├── bodyReplacements.csv # Committee-specific data (agendas, GC links)
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├── chairsEmailLogin.csv # Committee chair email credentials
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├── countryMatrixCSV/ # Delegate allocation CSVs (one per committee)
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│ ├── AL.csv
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│ ├── ECOSOC.csv
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│ ├── GA1.csv
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│ └── ... (other committees)
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├── allAttachments/ # PDF attachments sent to all delegates
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│ ├── Code Of Conduct.pdf
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│ ├── Delegate Handbook.pdf
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│ ├── Schedule.pdf
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│ ├── Waiver Consent Form.pdf
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│ └── BackGroundGuide/ # Committee-specific background guides
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│ ├── AL.pdf
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│ ├── ECOSOC.pdf
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│ └── ... (other committees)
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├── backup/ # Backup of original country matrix files
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└── scripts/ # Utility scripts
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└── csvStripper.py
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```
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## 📝 File Formats
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### `countryMatrixCSV/*.csv` (Delegate Data)
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Each committee has a CSV with delegate allocations:
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```csv
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Allocation,Delegate Name,Email
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Bahrain,John doe,email@example.com
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Jordan,Doe John,example@email.com
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```
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### `chairsEmailLogin.csv` (Chair Credentials)
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Email credentials for sending from committee chairs:
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```csv
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name,email,password
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AL,al@wesmun.com,password123
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ECOSOC,ecosoc@wesmun.com,password456
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```
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> ⚠️ **Important**: The `name` column must match the CSV filename in `countryMatrixCSV/` (e.g., `AL` for `AL.csv`)
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### `bodyReplacements.csv` (Committee Info)
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Committee-specific details for email body:
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```csv
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name,Agenda1,Agenda2,GCLink
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AL,Strengthening Regional Peacekeeping,Enhancing Humanitarian Aid,https://gc.link/al
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ECOSOC,Global Economic Recovery,Sustainable Development Goals Review,https://gc.link/ecosoc
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```
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### `body.txt` (Email Template)
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Template with placeholders that get replaced:
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- `[[name]]` - Committee name
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- `[[delegateName]]` - Delegate's name
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- `[[allocation]]` - Country/Portfolio assignment
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- `[[Agenda1]]` - First agenda topic
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- `[[Agenda2]]` - Second agenda topic
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- `[[GCLink]]` - Group chat link
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- `[[name.lower]]` - Committee name in lowercase
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## Usage
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### Prerequisites
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- Python 3.6+
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- PurelyMail accounts for `@wesmun.com` email addresses
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- **⚠️ IMPORTANT**: All sender emails MUST be `@wesmun.com` addresses
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- You need the PurelyMail passwords for each committee email account
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- The script validates that all emails are from the `@wesmun.com` domain
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### Run Modes
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```bash
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# Test run - validates everything without sending emails
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python sendMail.py --testRun
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# Fake run - sends all emails to it@wesmun.com (for testing)
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python sendMail.py --fakeRun
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# Real run - sends emails to actual delegates with CC to staff
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python sendMail.py --run
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```
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### Command Line Options
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| Flag | Description |
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|-------------|--------------------------------------------------------------|
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| `--testRun` | Dry run - logs what would be sent without actually sending |
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| `--fakeRun` | Sends emails to `it@wesmun.com` instead of actual recipients |
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| `--run` | Production mode - sends to real recipients with CC to staff |
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### CC Recipients (Production Mode Only)
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When using `--run`, emails are CC'd to:
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- it@wesmun.com
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- secretariat@wesmun.com
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- chiefofstaff@wesmun.com
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## Email Details
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- **From**: Committee chair email (e.g., `ecosoc@wesmun.com`)
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- **Subject**: "WESMUN 2026 - Committee Allocation"
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- **Attachments**:
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- Code Of Conduct.pdf
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- Delegate Handbook.pdf
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- Schedule.pdf
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- Waiver Consent Form.pdf
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- Committee Background Guide (e.g., `ECOSOC.pdf`)
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## Logging
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All activity is logged to:
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- **Console**: Real-time status messages
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- **File**: `email_sender.log` (persistent log)
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## ⚠️ Important Notes
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1. **PurelyMail Setup**: All committee email addresses must be `@wesmun.com` addresses hosted on PurelyMail. The script validates this before sending.
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2. **Committee Name Matching**: The committee name in `chairsEmailLogin.csv` and `bodyReplacements.csv` must **exactly match** the CSV filename in `countryMatrixCSV/` (without `.csv` extension).
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3. **Email Validation**: The script automatically validates that all sender emails are `@wesmun.com` before processing. If any invalid emails are found, it will exit with an error.
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4. **Test First**: Always run with `--testRun` or `--fakeRun` before using `--run` to verify everything is configured correctly.
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## 🔧 Troubleshooting
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| Issue | Solution |
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|----------------------------------------|--------------------------------------------------------------------------|
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| "Chair info not found for committee X" | Ensure committee name in `chairsEmailLogin.csv` matches the CSV filename |
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| "Replacement info not found" | Ensure committee name in `bodyReplacements.csv` matches the CSV filename |
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| "Invalid sender email" | Ensure all emails in `chairsEmailLogin.csv` end with `@wesmun.com` |
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| Authentication failed | Verify the PurelyMail password is correct for that email address |
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| Connection timeout | Check that PurelyMail SMTP (smtp.purelymail.com:587) is accessible |
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## 📜 License
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Internal tool for WESMUN 2026 conference organization.

‎WESMUN Delegate Email Sender/body.txt‎

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Dear [[delegateName]],
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We are pleased to inform you of your allocation for WESMUN 2026. You have been assigned to the following committee:
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Committee: [[name]]
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Country/Portfolio: [[allocation]]
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- Agenda 1: [[Agenda1]]
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- Agenda 2: [[Agenda2]]
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You can check more info at https://wesmun.com/committees/[[name.lowercase]]
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Conference Dates:
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- 31st January to 1st Feb 2026
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Venue Location:
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- Google Maps link: https://google.com/maps?ll=25.294047,55.450106&z=15&t=m&hl=en-GB&gl=US&mapclient=embed&cid=439979476831574513
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Before you agree to attending the conference, please sign the waiver form below and submit it in the following link (*NOTE: You will not be allowed into the conference without submitting this form*):
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- https://forms.gle/ERfAH7E15HFynUgV6
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Please find attached the following important documents:
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- Code of Conduct
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- Delegate Handbook
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- Conference Schedule
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- Background Guide for your committee
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These resources will help you prepare thoroughly for the event. Should you have any questions, feel free to reach out.
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Additionally, a position paper is a document required to be sent to *this email* as per the deadline given with the following guidelines
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1. Font - Times New Roman size 12
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2. Line Spacing 1
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3. Content - 700 word maximum excluding bibliography
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4. Bibliography is mandatory
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We recommend you include the following
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- A brief introduction to the agenda and its issues (15% of your paper)
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- Past actions taken by the UN and your nation (20%)
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- The stance of your nation, issues, initiatives taken (40%)
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- Solutions of your own that align with your nation (15%)
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- Conclusion (10%)
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Please note this is a suggestion.
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Finally, please be sure to click the link below to join your committee group-chat:
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- [[GCLink]]
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*NOTE: YOU WILL NOT BE ALLOWED IN ANY COMMITTEE OTHER THAN YOUR OWN. Joining other group-chats may lead to termination of your delegation*
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We look forward to welcoming you to WESMUN 2026 and seeing your participation in a meaningful and engaging debate.
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Regards,
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DIAS Of [[name]]

‎WESMUN Delegate Email Sender/scripts/csvStripper.py‎

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import csv
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import os
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ALLOCATION_ALIASES = ["Allocation", "Delegation", "Country"]
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INTEL_COL = "Intelligence Agency"
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OUTPUT_COLS = ["Allocation", "Delegate Name", "Email"]
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for filename in os.listdir("."):
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if not filename.lower().endswith(".csv"):
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continue
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with open(filename, newline="", encoding="utf-8") as f:
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reader = csv.DictReader(f)
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headers = reader.fieldnames
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if not headers:
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continue
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allocation_key = None
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for key in ALLOCATION_ALIASES:
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if key in headers:
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allocation_key = key
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break
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if allocation_key is None:
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raise ValueError(
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f"{filename} missing Allocation / Delegation / Country column"
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)
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for col in ["Delegate Name", "Email"]:
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if col not in headers:
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raise ValueError(f"{filename} missing required column: {col}")
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has_intel = INTEL_COL in headers
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rows = []
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for row in reader:
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allocation = row[allocation_key].strip()
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if has_intel:
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intel = row[INTEL_COL].strip()
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if intel:
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allocation = f"{allocation} ({intel})"
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rows.append({
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"Allocation": allocation,
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"Delegate Name": row["Delegate Name"].strip(),
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"Email": row["Email"].strip()
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})
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with open(filename, "w", newline="", encoding="utf-8") as f:
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writer = csv.DictWriter(f, fieldnames=OUTPUT_COLS)
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writer.writeheader()
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writer.writerows(rows)
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print("All CSV files processed.")

‎WESMUN Delegate Email Sender/scripts/testMail.py‎

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import smtplib
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email = "email here"
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password = "app password here - not login password" # app password
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try:
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with smtplib.SMTP('smtp.purelymail.com', 587) as smtp:
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smtp.ehlo()
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smtp.starttls()
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smtp.ehlo()
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smtp.login(email, password)
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print("Login successful")
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except smtplib.SMTPAuthenticationError as e:
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print("Authentication failed:", e)
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except Exception as e:
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print("Other error:", e)

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