Configuring email for task notification assignment

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This topic only applies to BAW, and is located in the BAW repository. Last updated on 2025-03-13 12:15

Users can set their preferences to receive an email notification when a new task is assigned to them or their group. The configuration works for all types of email. To use this capability, you must enable the email environment to send notifications.

Before you begin

Verify that the Workflow Center server and Workflow Server are stopped.

About this task

The entries in the email properties section in the 99Local.xml configuration file define the properties for your email environment. Make all required modifications to the 100Custom.xml file.

Important: Do not edit the 99Local.xml file.

Procedure

Open the 99Local.xml file and locate the email properties section.
Open the 100Custom.xml file and copy and paste the email properties section into the 100Custom.xml file between the properties tags.
In the <email> element, insert the values that are appropriate for your environment.
<mail-template> element
The template used to generate the text of the email notification that is sent to a registered user who is assigned a new task. The available templates are:
- externalmailprocess_*.html: Java™-Script-based template for tasks that have an associated process.
- externalmailnoprocess_*.html: JavaScript-based template for tasks that do not have an associated process.
- externalmailprocesslink_*.html: Template that uses a link instead of JavaScript.
Important: The default email template for task notification assignment is the Workplace template:
<process>externalmailprocessworkplace_{0}.html</process>
To change to the Process Portal email template, add the following customization:
<mail-template> <process>externalmailprocesslink_{0}.html</process> </mail-template>
<smtp-server> element

Ensure that the value of this element is a valid SMTP server.

<default-from-address> element

Ensure that the value of this element is a valid email address.

<send-external-email> element

If you want notification emails to be sent, ensure that the value is set to true.

<send-email-notifications-to-list> element

By default, separate email is sent to each user that is assigned to the task and is registered for email notifications. To avoid lock time-outs when there are many users registered for notifications, change the value to true so that users receive notification email grouped by locale.

<send-email-notifications-async> element

By default, notification email is sent synchronously with the navigation transaction of the process. To avoid lock time-outs when there are many users registered for notifications, change the value to true so that notification email is sent asynchronously in a separate thread.

<send-in-federation> element

Set the value to true to ensure that the task links from all the Business Automation Workflow systems that do not host the federated Process Portal include a systemId parameter. The systemId parameter is needed for the links to successfully open the task or instance details UI page in the federated Process Portal.

<send-on-reassignment> element

Set the value to true if you want users to be notified when a task is reassigned. By default, the value is set to false.

<case-client> element

Set the value to true to enable tasks in case processes to open in Case Client. When the value is set to true, non-case processes continue to link to the template defined in the <process> element. By default, the <case-client> value is set to false.
The following example shows the values that you can set for the <email> element in the 100Custom.xml file.
```
<server merge="mergeChildren">
	<email merge="mergeChildren">
		
		<smtp-server merge="replace">smtp.example.com</smtp-server>
     <mail-template>
        <process>externalmailprocesslink_{0}.html</process>
        <no-process>externalmailnoprocess_{0}.html</no-process>      
     </mail-template> 
		  <valid-from-required merge="replace">true</valid-from-required>
		  <default-from-address merge="replace">username@example.com</default-from-address>
		  <send-external-email merge="replace">true</send-external-email>
		  <send-email-notifications-to-list merge="replace">false</send-email-notifications-to-list>
		  <send-email-notifications-async merge="replace">false</send-email-notifications-async>
		  <send-in-federation merge="replace">true</send-in-federation>
               <send-on-reassignment merge="replace">true</send-on-reassignment>
          <case-client merge="replace">false</case-client>
	</email>
</server>
```
For more information, see The 100Custom.xml file and configuration and Setting configuration properties using 100Custom.xml .
Save your changes.
Optional: If you want to force URLs that are included in emails to go through a network router, see the following scenario keys in Configuring endpoints to match your topology.
- SERVER_EMAIL_GADGET_LINK
- SERVER_EMAIL_PORTAL_LINK
- SERVER_EMAIL_PORTAL_PROCESS_INFO_LINK
- SERVER_EMAIL_PORTAL_RUN_TASK_LINK
- SERVER_EMAIL_TEMPLATE_CLIENT_LINK
Start the Workflow Center server and Workflow Server.

What to do next

So that process participants receive email notifications, ask them to update their user preferences.