Configuring a monitor for Microsoft Outlook

Starting from IBM Process Mining release 1.14.2, you can configure an SMTP service to send emails whenever a monitor detects data. You can use this example to create an SMTP service to send emails to a Microsoft Outlook email account. In this example, the created SMTP service is then used to configure an Activity monitor.

Prerequisites

Create a Microsoft Outlook email account if you do not have one. For more information, see Creating a Microsoft Outlook email account. For the demonstration, an email account, newuserforsmtp@outlook.com is created.

Creating an SMTP service for Outlook

Use the following steps to create an SMTP service for Microsoft outlook:

Open a project, and then go to the Monitor page.
On the Monitor page, click Create Service.
On the Create a new service dialog, do the following steps:

a. In the Service Type section, click SMTP.

b. In the Service title field, type a name for the service, for example SMTP Outlook service.

c. In the Description field, type a description for the service that you create, for example, This SMTP service sends emails to outlook.

d. In the SMTP server field, type smtp-mail.outlook.com.

e. In the Port field, type 587 to secure the use with TLS.

f. In the Username field, type the email account from which you want to send email (for example, newuserforsmtp@outlook.com).

g. In the Password field, type the password for the account.

h. In the Email address field, type the email account address that is provided in the Username field. The value in this field is used as the email address for the Reply To. Microsoft Outlook does not allow sending emails as another user. Hence, you must ensure that the value in the Username field is the same as the value in the Email address field.

e. In the Display name field, type a value that you want to display as the name of the sender (for example, User).

f. Set Force use of a secure connection (TLS) and Use explicit TLS to True and then click Create.

Figure 1: Creating an SMTP service for Microsoft Outlook*

Creating an activity monitor to use the SMTP service

Use the following steps to create an Activity monitor:

On the Monitor page, click the Activities tab, and then click Create monitor.
On the Details page of the Create Activity monitor wizard, do the following steps:

a. In the Title field, type a name for the monitor, for example, Monitor to verify the escalated activities.

b. In the Description field, type a description for the monitor, for example, This monitor detects activities that are marked as Escalated.

c. Click Next.
On the Monitor page, select the activity to monitor and add a filter template (if any), and then click Next. In this example, the activity to monitor is selected as Escalated.
On the Schedule page, define the criteria for running the monitor, and then click Next.
On the Service page, click SMTP Outlook service, and then click Next.
On the Parameters page, do the following steps:

a. In the To, the CC recipients, and the BCC recipients fields of the Recipients section, update the email addresses to which you want to send the result of the monitor event.

b. The values in the Display name field and the From field are retrieved based on the information that is updated in the SMTP service. If required, you can edit the values.

d. Click Verify connection to verify the connection and then click Create.