fix: send mail corrections

packages/nc-gui/components/dlg/SendRecordEmail.vue

@@ -56,12 +56,18 @@ const isSendButtonDisabled = computed(() => {
   return selectedUserIds.value.size === 0
 })
 
+const MESSAGE_MAX_LENGTH = 1000
+
+const customSubject = ref('')
+
 watch(dialogShow, (newVal) => {
   if (newVal) {
     selectedUserIds.value = new Set()
     customMessage.value = ''
     sendCopyToSelf.value = false
     searchQuery.value = ''
+    const displayName = extractUserDisplayNameOrEmail(user.value) || 'Someone'
+    customSubject.value = `${displayName} shared a record from "${props.meta.title}"`
   }
 })
 
@@ -103,6 +109,7 @@ const sendRecord = async () => {
         viewId: props.view?.id,
         rowId: props.rowId,
         emails,
+        subject: customSubject.value || undefined,
         message: customMessage.value || undefined,
         sendCopyToSelf: sendCopyToSelf.value,
       },
@@ -116,11 +123,6 @@ const sendRecord = async () => {
     isLoading.value = false
   }
 }
-
-const defaultSubject = computed(() => {
-  const displayName = user.value?.display_name || user.value?.email?.split('@')[0] || 'Someone'
-  return `${displayName} shared a record from "${props.meta.title}"`
-})
 </script>
 
 <template>
@@ -132,63 +134,69 @@ const defaultSubject = computed(() => {
     @keydown.esc="dialogShow = false"
   >
     <template #header>
-      <div class="flex flex-row text-2xl font-bold items-center gap-x-2">
-        {{ $t('activity.sendRecord') }}
+      <div class="flex flex-col gap-1">
+        <span class="text-lg font-semibold text-nc-content-gray">{{ $t('activity.sendRecord') }}</span>
+        <span class="text-sm text-nc-content-gray-subtle">{{ $t('msg.info.shareRecordWithTeam') }}</span>
       </div>
     </template>
 
-    <div class="flex flex-col gap-4 mt-2">
-      <div class="flex flex-col gap-1.5">
+    <div class="flex flex-col gap-4">
+      <div class="flex flex-col gap-1">
         <label class="text-nc-content-gray text-sm font-medium">{{ $t('labels.to') }}</label>
-        <div
-          v-if="selectedUsers.length > 0"
-          class="flex flex-wrap gap-1.5 p-2 border-1 border-nc-border-gray-medium rounded-lg mb-2"
-        >
-          <div
-            v-for="selectedUser in selectedUsers"
-            :key="selectedUser.id"
-            class="flex items-center gap-1 bg-nc-bg-gray-light rounded-md px-2 py-1"
-          >
-            <GeneralUserIcon :user="selectedUser" size="medium" />
-            <span class="text-sm text-nc-content-gray capitalize truncate max-w-32">
-              {{ extractUserDisplayNameOrEmail(selectedUser) }}
-            </span>
-            <NcButton type="text" size="xxsmall" class="!p-0" @click="removeUser(selectedUser.id)">
-              <GeneralIcon icon="close" class="w-3.5 h-3.5 text-nc-content-gray-subtle2" />
-            </NcButton>
-          </div>
-        </div>
 
         <div class="border-1 border-nc-border-gray-medium rounded-lg overflow-hidden">
+          <div class="p-2.5 border-b border-nc-border-gray-medium bg-nc-bg-gray-extralight min-h-12">
+            <div v-if="selectedUsers.length > 0" class="flex flex-wrap gap-2">
+              <div
+                v-for="selectedUser in selectedUsers"
+                :key="selectedUser.id"
+                class="flex items-center gap-1.5 bg-white border-1 border-nc-border-gray-medium rounded-full pl-0.5 pr-1 py-0.5 shadow-xs"
+              >
+                <GeneralUserIcon :user="selectedUser" size="medium" />
+                <span class="text-sm text-nc-content-gray truncate max-w-32">
+                  {{ extractUserDisplayNameOrEmail(selectedUser) }}
+                </span>
+                <NcButton type="text" size="xxsmall" class="!p-0 !w-4 !h-4 !min-w-4" @click.stop="removeUser(selectedUser.id)">
+                  <GeneralIcon icon="close" class="w-3 h-3 text-nc-content-gray-subtle2 hover:text-nc-content-gray" />
+                </NcButton>
+              </div>
+            </div>
+            <span v-else class="text-sm text-nc-content-gray-muted">
+              {{ $t('labels.noRecipientsSelected') }}
+            </span>
+          </div>
           <div class="p-2 border-b border-nc-border-gray-medium">
             <a-input
               v-model:value="searchQuery"
               :placeholder="$t('placeholder.searchUsers')"
               class="!rounded-lg"
               :disabled="isLoading"
+              allow-clear
             >
               <template #prefix>
                 <GeneralIcon icon="search" class="text-nc-content-gray-muted" />
               </template>
             </a-input>
           </div>
-
-          <div class="max-h-48 overflow-y-auto nc-scrollbar-md">
+          <div class="max-h-52 overflow-y-auto nc-scrollbar-md">
             <div v-if="filteredUsers.length === 0" class="p-4 text-center text-nc-content-gray-muted text-sm">
               {{ $t('labels.noUsersFound') }}
             </div>
             <div
               v-for="baseUser in filteredUsers"
               :key="baseUser.id"
-              class="flex items-center gap-3 px-3 py-2 hover:bg-nc-bg-gray-light cursor-pointer"
+              class="flex items-center gap-3 px-3 py-2.5 hover:bg-nc-bg-gray-light cursor-pointer transition-colors"
               @click="toggleUser(baseUser.id)"
             >
               <NcCheckbox :checked="selectedUserIds.has(baseUser.id)" />
               <GeneralUserIcon :user="baseUser" size="medium" />
               <div class="flex flex-col min-w-0 flex-1">
-                <span class="text-sm text-nc-content-gray capitalize truncate">
+                <span class="text-sm text-nc-content-gray font-medium truncate">
                   {{ extractUserDisplayNameOrEmail(baseUser) }}
                 </span>
+                <span class="text-xs text-nc-content-gray-subtle truncate">
+                  {{ baseUser.email }}
+                </span>
               </div>
             </div>
           </div>
@@ -201,26 +209,36 @@ const defaultSubject = computed(() => {
 
       <div class="flex flex-col gap-1.5">
         <label class="text-nc-content-gray text-sm font-medium">{{ $t('labels.subject') }}</label>
-        <div class="px-3 py-2 bg-nc-bg-gray-light rounded-lg text-nc-content-gray-subtle text-sm">
-          {{ defaultSubject }}
-        </div>
+        <a-input
+          v-model:value="customSubject"
+          :placeholder="$t('placeholder.enterSubject')"
+          class="!rounded-lg"
+          :disabled="isLoading"
+        />
+        <span class="text-nc-content-gray-subtle2 text-xs">
+          {{ $t('msg.info.subjectLineNotification') }}
+        </span>
       </div>
 
       <div class="flex flex-col gap-1.5">
-        <label class="text-nc-content-gray text-sm font-medium">{{ $t('labels.message') }} {{ $t('labels.optional') }}</label>
+        <div class="flex items-center justify-between">
+          <label class="text-nc-content-gray text-sm font-medium">{{ $t('labels.message') }}</label>
+          <span class="text-xs text-nc-content-gray-subtle2"> {{ customMessage.length }}/{{ MESSAGE_MAX_LENGTH }} </span>
+        </div>
         <a-textarea
           v-model:value="customMessage"
           :placeholder="$t('placeholder.addPersonalMessage')"
           :rows="3"
+          :maxlength="MESSAGE_MAX_LENGTH"
           class="!rounded-lg !text-sm"
           :disabled="isLoading"
         />
       </div>
 
-      <div class="flex items-center gap-2">
+      <label class="flex items-center gap-2 cursor-pointer select-none">
         <NcCheckbox v-model:checked="sendCopyToSelf" :disabled="isLoading" />
         <span class="text-nc-content-gray text-sm">{{ $t('labels.sendCopyToMyself') }}</span>
-      </div>
+      </label>
     </div>
 
     <div class="flex mt-6 justify-end">

packages/nc-gui/lang/en.json

@@ -1599,6 +1599,7 @@
     "importUsers": "Import Users (by email)",
     "noData": "No Data",
     "noUsersFound": "No users found",
+    "noRecipientsSelected": "No recipients selected",
     "goToDashboard": "Go to Dashboard",
     "importing": "Importing",
     "importingFromAirtable": "Importing from Airtable",
@@ -1939,7 +1940,7 @@
     "setDisplay": "Set as display value",
     "addRow": "Add new record",
     "saveRow": "Save record",
-    "sendRecord": "Send Record",
+    "sendRecord": "Send record",
     "saveAndExit": "Save & Exit",
     "saveAndStay": "Save & Stay",
     "insertRow": "Insert new record",
@@ -2237,6 +2238,7 @@
     "enterEmailAddresses": "Enter email addresses",
     "addPersonalMessage": "Add a personal message (optional)",
     "searchUsers": "Search users",
+    "enterSubject": "Enter subject line",
     "allowNegativeNumbers": "Allow negative numbers",
     "searchProjectTree": "Search tables",
     "searchFields": "Search fields",
@@ -2484,6 +2486,8 @@
       "inviteSent": "Invitation sent successfully",
       "separateEmailsWithComma": "Separate multiple email addresses with commas. Maximum 15 recipients.",
       "selectBaseMembers": "Select base members to send the record to",
+      "subjectLineNotification": "This subject line will appear in the email notification",
+      "shareRecordWithTeam": "Share this record with team members",
       "userRoleUpdated": "User role updated successfully",
       "teamRoleUpdated": "Team role updated successfully",
       "actionIrreversible": "This action is irreversible",

packages/nocodb/src/controllers/internal/modules/SendRecordEmail.operations.ts

@@ -1,6 +1,17 @@
 import { Injectable } from '@nestjs/common';
-import { isSystemColumn, UITypes, ColumnHelper } from 'nocodb-sdk';
-import type { ColumnType, NcContext, NcRequest, TableType } from 'nocodb-sdk';
+import {
+  isSystemColumn,
+  UITypes,
+  ColumnHelper,
+  RelationTypes,
+} from 'nocodb-sdk';
+import type {
+  ColumnType,
+  LinkToAnotherRecordType,
+  NcContext,
+  NcRequest,
+  TableType,
+} from 'nocodb-sdk';
 import type { OPERATION_SCOPES } from '~/controllers/internal/operationScopes';
 import type {
   InternalApiModule,
@@ -18,6 +29,7 @@ interface SendRecordEmailPayload {
   viewId?: string;
   rowId: string;
   emails: string[];
+  subject?: string;
   message?: string;
   sendCopyToSelf?: boolean;
 }
@@ -59,7 +71,8 @@ export class SendRecordEmailOperations
     payload: SendRecordEmailPayload,
     req: NcRequest,
   ) {
-    const { tableId, viewId, rowId, emails, message, sendCopyToSelf } = payload;
+    const { tableId, viewId, rowId, emails, subject, message, sendCopyToSelf } =
+      payload;
 
     if (!emails || emails.length === 0) {
       NcError.get(context).badRequest(
@@ -158,6 +171,7 @@ export class SendRecordEmailOperations
         emails: finalEmails,
         model,
         base,
+        subject,
         message,
         recordData,
         rowId,
@@ -184,11 +198,13 @@ export class SendRecordEmailOperations
     parsedValue?: any;
     columnTitle: string;
     uidt: UITypes | string;
+    relationType?: RelationTypes;
   }> {
     const transformedData: Array<{
       parsedValue?: any;
       columnTitle: string;
       uidt: UITypes | string;
+      relationType?: RelationTypes;
     }> = [];
 
     for (const col of columns) {
@@ -225,10 +241,20 @@ export class SendRecordEmailOperations
       }
 
       if (serializedValue !== undefined && serializedValue !== '') {
+        // Extract relation type for Links/LinkToAnotherRecord columns
+        let relationType: RelationTypes | undefined;
+        if (
+          col.uidt === UITypes.Links ||
+          col.uidt === UITypes.LinkToAnotherRecord
+        ) {
+          relationType = (col.colOptions as LinkToAnotherRecordType)?.type;
+        }
+
         transformedData.push({
           parsedValue: serializedValue,
           uidt: col.uidt,
           columnTitle: col.title,
+          relationType,
         });
       }
     }

packages/nocodb/src/interface/Mail.ts

@@ -110,6 +110,7 @@ interface SendRecordPayload {
   model: TableType;
   base: BaseType;
   message?: string;
+  subject?: string;
   recordData: {
     parsedValue?: any;
     columnTitle: string;

packages/nocodb/src/services/mail/mail.service.ts

@@ -299,6 +299,7 @@ export class MailService {
               emails,
               model,
               base,
+              subject,
               message,
               recordData,
               rowId,
@@ -312,9 +313,12 @@ export class MailService {
               rowId,
             });
 
+            const emailSubject =
+              subject || `${senderName} shared a record from "${model.title}"`;
+
             await mailerAdapter.mailSend({
               to: emails.join(','),
-              subject: `${senderName} shared a record from "${model.title}"`,
+              subject: emailSubject,
               html: await this.renderMail('SendRecord', {
                 senderName,
                 senderEmail,

packages/nocodb/src/services/mail/templates/components/Footer.tsx

@@ -83,14 +83,14 @@ export const Footer = () => {
             </Link>
           </Column>
           <Column className="border border-y-0 px-1 border-l-0 border-r-1 border-solid border-gray-200">
-            <Link href="https://blog.nocodb.com" target="_blank">
+            <Link href="https://nocodb.com/blog" target="_blank">
               <Text className="text-center underline py-0 !my-0 text-gray-500 text-[13px]">
                 Blog
               </Text>
             </Link>
           </Column>
           <Column className="border px-1 border-y-0 border-l-0 border-r-1 border-solid border-gray-200">
-            <Link href="https://docs.nocodb.com/" target="_blank">
+            <Link href="https://nocodb.com/docs/" target="_blank">
               <Text className="text-center underline py-0 !my-0 text-gray-500 text-[13px]">
                 Docs
               </Text>

packages/nocodb/src/services/mail/templates/components/iconUrl.ts

@@ -0,0 +1,37 @@
+import { RelationTypes, UITypes } from 'nocodb-sdk';
+import { NC_EMAIL_ASSETS_BASE_URL } from '~/constants';
+
+// Default icon for unknown/unsupported types
+const DEFAULT_ICON = 'SingleLineText';
+
+// Map relation types to their specific icons
+const RELATION_ICON_MAP: Record<RelationTypes, string> = {
+  [RelationTypes.MANY_TO_MANY]: 'mm-solid',
+  [RelationTypes.HAS_MANY]: 'hm-solid',
+  [RelationTypes.BELONGS_TO]: 'bt-solid',
+  [RelationTypes.ONE_TO_ONE]: 'oo-solid',
+};
+
+/**
+ * Get the icon URL for a given UIType
+ * For Links/LinkToAnotherRecord, uses relation-specific icons if relationType is provided
+ * Falls back to SingleLineText icon for unknown types
+ */
+export function getFieldIconUrl(
+  uidt: UITypes | string,
+  relationType?: RelationTypes,
+): string {
+  // Handle relationship icons
+  if (
+    (uidt === UITypes.Links || uidt === UITypes.LinkToAnotherRecord) &&
+    relationType
+  ) {
+    const relationIcon = RELATION_ICON_MAP[relationType];
+    if (relationIcon) {
+      return `${NC_EMAIL_ASSETS_BASE_URL}/icons/${relationIcon}.png`;
+    }
+  }
+
+  const iconName = uidt || DEFAULT_ICON;
+  return `${NC_EMAIL_ASSETS_BASE_URL}/icons/${iconName}.png`;
+}

packages/nocodb/src/services/mail/templates/components/index.ts

@@ -1,5 +1,6 @@
 import { ContentWrapper } from '~/services/mail/templates/components/ContentWrapper';
 import { Footer } from '~/services/mail/templates/components/Footer';
 import { RootWrapper } from '~/services/mail/templates/components/RootWrapper';
+import { getFieldIconUrl } from '~/services/mail/templates/components/iconUrl';
 
-export { ContentWrapper, Footer, RootWrapper };
+export { ContentWrapper, Footer, RootWrapper, getFieldIconUrl };

packages/nocodb/src/services/mail/templates/form-submission.tsx

@@ -17,6 +17,7 @@ import {
   ContentWrapper,
   Footer,
   RootWrapper,
+  getFieldIconUrl,
 } from '~/services/mail/templates/components';
 import { NC_EMAIL_ASSETS_BASE_URL } from '~/constants';
 
@@ -108,7 +109,7 @@ const FormSubmission = ({
                         className="align-middle"
                         width={16}
                         height={16}
-                        src={`${NC_EMAIL_ASSETS_BASE_URL}/icons/${s.uidt}.png`}
+                        src={getFieldIconUrl(s.uidt)}
                       />
                       <Section className="!ml-2 truncate inline-block text-[13px] !my-0 !mr-0 leading-4.5 text-gray-600 align-middle">
                         {s.columnTitle}

packages/nocodb/src/services/mail/templates/send-record.tsx

@@ -12,11 +12,12 @@ import {
   Text,
 } from '@react-email/components';
 import * as React from 'react';
-import { UITypes } from 'nocodb-sdk';
+import { RelationTypes, UITypes } from 'nocodb-sdk';
 import {
   ContentWrapper,
   Footer,
   RootWrapper,
+  getFieldIconUrl,
 } from '~/services/mail/templates/components';
 import { NC_EMAIL_ASSETS_BASE_URL } from '~/constants';
 
@@ -30,6 +31,7 @@ interface SendRecordTemplateProps {
     parsedValue?: any;
     columnTitle: string;
     uidt: UITypes | string;
+    relationType?: RelationTypes;
   }>;
   recordUrl?: string;
 }
@@ -123,7 +125,7 @@ const SendRecord = ({
                         className="align-middle"
                         width={16}
                         height={16}
-                        src={`${NC_EMAIL_ASSETS_BASE_URL}/icons/${field.uidt}.png`}
+                        src={getFieldIconUrl(field.uidt, field.relationType)}
                       />
                       <Section className="!ml-2 truncate inline-block text-[13px] !my-0 !mr-0 leading-4.5 text-gray-600 align-middle">
                         {field.columnTitle}