You can optionally enable email notification of workflow activity. Individual users can
configure which notifications they want to receive and their preferred locale. For example, users
can choose to be notified when work is assigned or when work approaches or passes a deadline. Users
who are assigned as a workflow tracker can be notified when the workflow is assigned to others, when
it approaches or passes a deadline, and when exceptions occur.
Before you begin
Add one or more language packs for the workflow system. In the object store navigation pane of
the administration console, click and click the Language Packs tab.
Important: If no language packs are added, email notification is disabled.
Verify that the default locale that is set for the workflow system on the tab is appropriate. The default locale for the workflow system is used as the default
language for email notification of workflow activity.
Procedure
To configure email notification for workflow activity:
- Enable email notification:
- In the object store navigation pane, click , click the Remote Servers tab, and select Enable
email notification.
- Configure SMTP settings. You can specify SMTP settings for the FileNet® P8 domain or
for the specific workflow system. If you do not specify SMTP settings for the workflow system, the
settings are inherited from the FileNet P8 domain SMTP
settings.
Tip: To configure a secure (SSL) connection, you must specify the SMTP settings
on the FileNet P8 domain level, where you have the option to enable
SSL. In addition, you must clear the option to enable email notification on the workflow system
level.
| Domain-level SMTP settings |
Workflow-level SMTP settings |
|---|
- In the domain navigation pane, select a server hierarchy object and click the SMTP
Subsystem tab.
- Configure the Email Services settings.
|
- In the object store navigation pane, click and click the Remote Servers tab.
- Configure the Email settings.
|
- Define the default notification settings for workflow participants:
- On the Remote Servers tab, configure the Email default
notification settings options.
- Configure event logging
options. Enable event logging for the Exception and Begin operation categories.
- Set the preferred web application to use for generating email notification messages:
- In the object store navigation pane, click , click the Web Applications tab, and select the
Default Application option for a web application.
What to do next
Important: When a step that includes an email notification is run, the workflow system
communicates with the SMTP server only as long as is required to send the message. After the email
notification is sent, the workflow system does not listen for status messages about that email
notification. For example, if the SMTP server later generates a message that the recipient inbox is
full and the email notification cannot be sent, the workflow system does not receive this
information. You must monitor the SMTP server directly to get status information for email
notification messages.