email_reports/MIGRATION.md

Migration to Unified Email Reports

Summary

✅ Merged email_reports and email_reports_merchbay into ONE container

Before:

• Two separate directories
• Two separate containers
• Two separate cron jobs calling via HTTP

After:

• Single unified container
• Handles both Crew & MerchBay
• Two cron jobs (23:55, 23:56) running internally
• No HTTP calls needed

---

What Changed

New Unified Architecture

email_reports/
├── send_report.php         # NEW: Unified script for both brands
├── index.php              # KEPT: Legacy Crew script (backward compatible)
├── Dockerfile             # UPDATED: Runs both cron jobs
├── docker-compose.yml     # UPDATED: Unified container config
├── .env.example           # UPDATED: Both Crew + MerchBay vars
└── .gitea/workflows/
    └── deploy.yml         # UPDATED: Deploys unified container

Key Changes

1. send_report.php - Brand-agnostic report generator

   • Uses BRAND environment variable (crew or merchbay)
   • Auto-selects database, SMTP, recipients per brand
   • Writes to separate CSV directories

2. Cron Jobs - Two jobs in one container:

   55 23 * * * BRAND=crew php /app/send_report.php
   56 23 * * * BRAND=merchbay php /app/send_report.php
   

3. Separate CSV Directories:

   • daily_order_reports_crew/
   • daily_order_reports_merchbay/

4. Unified Logs - Single email.log with brand prefixes:

   2026-01-02 23:55:00   [CREW] successfully sent (5 orders)
   2026-01-02 23:56:00   [MERCHBAY] No order for today
   

---

Migration Steps

1. Server Preparation

SSH to your production server:

ssh user@server
cd /var/www/apps/email_reports

# Backup existing setup
tar -czf email_reports_backup_$(date +%Y%m%d).tar.gz \
    daily_order_reports/ email.log .env

# Create new directories
mkdir -p daily_order_reports_crew daily_order_reports_merchbay

# Move existing Crew reports (optional)
mv daily_order_reports/* daily_order_reports_crew/ 2>/dev/null || true

2. Update .env File

Replace your .env with unified configuration:

cd /var/www/apps/email_reports
cat > .env << 'EOL'
# Crew Sportswear Database
DB_HOST_CREW=mysql
DB_PORT_CREW=3306
DB_NAME_CREW=custom_design
DB_USER_CREW=crew_user
DB_PASS_CREW=your_crew_password

# MerchBay Database
DB_HOST_MERCHBAY=mysql
DB_PORT_MERCHBAY=3306
DB_NAME_MERCHBAY=merchbay_laravel
DB_USER_MERCHBAY=merchbay_user
DB_PASS_MERCHBAY=your_merchbay_password

# SMTP Configuration
SMTP_HOST=smtp.gmail.com
SMTP_PORT=587

# Crew SMTP (mail@crewsportswear.com)
SMTP_PASS_CREW=your_crew_gmail_app_password

# MerchBay SMTP (support@merchbay.com)
SMTP_PASS_MERCHBAY=your_merchbay_gmail_app_password
EOL

chmod 600 .env

3. Remove Old Cron Jobs

If you had host-level cron jobs calling via HTTP:

crontab -e

# REMOVE these lines:
# 55 23 * * * wget -qO- https://www.crewsportswear.com/email_reports/index.php &> /dev/null
# 55 23 * * * wget -qO- https://www.crewsportswear.com/email_reports_merchbay/index.php &> /dev/null

The container now handles scheduling internally!

4. Deploy Unified Container

# From your local machine
cd email_reports
git add .
git commit -m "Migrate to unified email reports container"
git push origin main

Gitea workflow will automatically:

• Build unified image
• Deploy to server
• Start container with both cron jobs

5. Verify Deployment

# On server
docker ps | grep email_reports

# Should show:
# email_reports_unified   Up X minutes

# Check cron schedule
docker exec email_reports_unified crontab -l

# Expected output:
# 55 23 * * * BRAND=crew php /app/send_report.php >> /var/log/cron.log 2>&1
# 56 23 * * * BRAND=merchbay php /app/send_report.php >> /var/log/cron.log 2>&1

6. Test Both Reports

# Test Crew report
docker exec email_reports_unified BRAND=crew php /app/send_report.php

# Test MerchBay report
docker exec email_reports_unified BRAND=merchbay php /app/send_report.php

# Check logs
docker exec email_reports_unified tail /app/email.log

# Expected:
# 2026-01-02 15:30:00   [CREW] successfully sent
# 2026-01-02 15:30:15   [MERCHBAY] successfully sent

7. Verify Email Delivery

• Check graphics@crewsportswear.com inbox
• Should receive two separate emails:
  • "CREW Daily Order Report - 2026-01-02"
  • "Merchbay Daily Order Report - 2026-01-02"

---

What to Delete

On Server

# The old email_reports_merchbay directory is no longer needed
# (if it exists on the server)
rm -rf /var/www/apps/email_reports_merchbay

# Old container (will be removed automatically by deployment)
docker rm -f email_reports_crew email_reports_merchbay

In Git Repository

The email_reports_merchbay/ directory in your repos can stay for reference, or archive it:

cd /path/to/repos
tar -czf email_reports_merchbay_archive.tar.gz email_reports_merchbay/
# Optional: rm -rf email_reports_merchbay/

---

Troubleshooting

Both Reports Not Running

# Check crontab
docker exec email_reports_unified crontab -l

# Manually trigger both
docker exec email_reports_unified BRAND=crew php /app/send_report.php
docker exec email_reports_unified BRAND=merchbay php /app/send_report.php

MerchBay Database Connection Failed

# Verify MerchBay DB credentials in .env
docker exec email_reports_unified env | grep MERCHBAY

# Test connection
docker exec email_reports_unified php -r "
  new PDO(
    'mysql:host=' . getenv('DB_HOST_MERCHBAY') . ';dbname=' . getenv('DB_NAME_MERCHBAY'),
    getenv('DB_USER_MERCHBAY'),
    getenv('DB_PASS_MERCHBAY')
  );
  echo 'MerchBay DB: OK\n';
"

Only One Email Received

# Check which brand succeeded
docker exec email_reports_unified grep "$(date +%Y-%m-%d)" /app/email.log

# Look for [CREW] or [MERCHBAY] prefixes
# If one failed, check the error message

CSV Files Not Created

# Check directories exist
docker exec email_reports_unified ls -la /app/ | grep daily_order

# Should show:
# daily_order_reports_crew/
# daily_order_reports_merchbay/

# Check permissions
docker exec email_reports_unified stat -c '%a' /app/daily_order_reports_crew
# Should be 755

---

Rollback Plan

If something goes wrong:

# On server
cd /var/www/apps/email_reports

# Stop unified container
docker compose down

# Restore backup
tar -xzf email_reports_backup_YYYYMMDD.tar.gz

# Restore old .env
# Start old container

---

Benefits of Unified Container

✅ Simpler Infrastructure

• One container instead of two
• Single deployment process
• Shared codebase

✅ Better Resource Usage

• One cron daemon
• Shared Docker image
• Less memory overhead

✅ Easier Maintenance

• Update both brands at once
• Unified logging
• Single point of monitoring

✅ Consistent Behavior

• Same PHPMailer version
• Same PHP version
• Same timezone handling

---

Next Steps

1. ✅ Deploy unified container
2. ✅ Test both reports manually
3. ✅ Wait for automatic execution at 23:55/23:56
4. ✅ Verify emails received
5. ✅ Monitor logs for first week
6. ✅ Remove old cron jobs
7. ✅ Archive old email_reports_merchbay directory

Migration Complete! 🎉