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Maximo for E-mail,, ISM Library

Technical Blog Post


Maximo for E-mail,, ISM Library


Hi, I am very happy to be here on Service Management Connect, once again blogging about Asset Management!

Today I’d like to talk about a very interesting and useful accelerator we recently posted to the ISM Library. The accelerator is called “Maximo for E-mail.”

First, let me briefly describe the ISM Library for those who may not be familiar with it.  IBM recently enhanced OPAL and changed its name to the Integrated Service Management (ISM) Library.  It is a rich and diverse repository for information and accelerators, providing customers with quicker business solutions and greater business value.  In the process of transforming OPAL to the ISM Library, it received a new data engine, a new front end, a better search engine and more ways to find target information. 

The library is found at:

Maximo for E-mail is now in the library as a downloadable accelerator.  It runs on Maximo and up.  We’d like people to try it and help us decide how best to prepare it for possible introduction into base product in the future.

What is it?

Maximo for E-mail is an application and set of supporting utilities and templates that allow Maximo record information to be emailed to a Maximo user, and updated via the edited reply.  There are 2 primary scenarios:  1) status changes, and 2) workflow approvals.  There are two selectable modes of navigation:  1) simple, in which a single numeric response from a formatted list performs the update, and 2) advanced, in which the user may edit the body of the email, and submit multiple changes.

A custom action working in conjunction with the E-mail Listener and its workflow process monitors and manages the back-and-forth traffic between the Maximo business objects and the email users.  The email messages themselves are created using standard Maximo communication templates.

Status Change Scenario

For statusable objects, Maximo for E-mail works directly with the Maximo business object through a defined path of statuses.  For example, you may want to email a work order to a field tech at a remote site, and provide prompts for changing the status to In Progress, and then to Complete when the job is finished. 

The user in this scenario is a Maximo role on the work order (such as owner, or lead).  Maximo for E-mail sends mail to that person at each step of the status path defined in the configuration.  An escalation triggers the initial outbound communication that begins the cycle.

Workflow Scenario

In the workflow scenario, Maximo for E-mail integrates with task nodes in an existing workflow process.  Task nodes are where assignments are made to roles.  Maximo for E-mail sends out one email per task assignment and expects the user to reply to that email with an instruction on how to complete the assignment.  For example, workflow may have created a PR approval assignment for a manager’s review.  If that manager travels, or does not use the Maximo web front end, he may prefer to approve the PR from his smart phone’s email.

Closing Remarks

Since all the latest IT devices support email, we have basically expanded the reach of Maximo to more mobile workers.  Together, the system admin and users can decide whether to work with short emails and simple numeric responses, or see and edit more extensive record information.

Take a look at Maximo for E-mail ( on the library site.  Let me know if you need more information or would like a hand trying it out.  Until next time, it has been great talking about asset management and I hope to be back soon!   - Brian

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