Job Management Partner 1/Automatic Job Management System 3 Linkage Guide

2.2.8 Cautionary notes on the mail system linkage function

This subsection gives some cautionary notes on the mail system linkage function.

Organization of this subsection

(1) Using the Windows automatic logon function

(2) Linking a mail system other than Exchange Server using a service

(3) Mail system linkage function and cluster operation

(4) Action to take after changing the environment set up for mail system linkage

(5) Deleting a file created after mail reception

(6) Switching between desktop and service-based mail system linkage

(7) When a profile is configured to use personal folders

(8) Procedure for calculating the mail monitoring interval

(9) Notes on using Outlook

(10) Differences in operations when Outlook 2002 or later is used

(11) Settings for mail client software

(12) Note on using Remote Desktop

(13) If the environment settings cannot be read

(14) Notes on Outlook licenses and certificate expiration

(15) When a macro variable is specified for the message text and the subject of an email sending job

(16) Troubleshooting

(1) Using the Windows automatic logon function

Holding down the Shift key during startup of Windows stops the starting of the Windows automatic logon function and displays the dialog box for logging on to Windows. If another user uses this dialog box to log on to Windows, the automatic Windows logon function might fail when Windows starts next time.

Do not let any other user to log on to Windows when you are using the Windows automatic logon function. If you logged on as another user, make sure that the Windows automatic logon settings are not changed before using the Windows automatic logon function the next time. For details on how to check the Windows automatic logon settings, see the documentation provided by Microsoft.

(2) Linking a mail system other than Exchange Server using a service

Although the mail system linkage service is registered using the name JP1/AJS2 Mail, type JP1_AJS2_Mail when you use the service name in a command such as net start.

To link a SMTP/POP3 mail system, configure Exchange Server and a gateway and use them as a mail server.
Note that you can use addresses included in the global address list (the name of an entity such as a mailbox managed by Exchange Server) and user addresses in other mail systems that are created and saved in personal address books. For details on linking mail systems from the desktop, see 2.2 Setup for linking mail systems (for a Windows host).

(3) Mail system linkage function and cluster operation

When used from the desktop:
JP1/AJS3 mail monitoring process does not support the cluster operation.

When used with a service:
JP1/AJS3 Mail service does not support more than one logical host. Use the JP1/AJS3 Mail service on one of the logical hosts.

In a cluster environment, if you register the mail system linkage function as a resource in the cluster system and are using passing information, specify a folder on the shared disk as the destination for the passing information file. You specify this folder in the EvjobInfFile environment setting parameter.

(4) Action to take after changing the environment set up for mail system linkage

If you change settings for any environment setting parameter used for the mail system linkage function, restart the JP1/AJS3 service and the JP1/AJS3 mail monitoring process or the JP1/AJS3 Mail service.

(5) Deleting a file created after mail reception

JP1/AJS3 does not automatically delete body text, attached files, list file for attached files, or passing information files. These files are created after mail reception. Delete these files manually once they have become unnecessary, because they reduce the amount of available disk space.

For details on the location of these files, see 2.1.2(1) For Windows.

(6) Switching between desktop and service-based mail system linkage

The JP1/AJS3 mail monitoring process does not terminate automatically when you switch the mail system linkage function from use on the desktop to use with a service, or disable the mail system linkage function. In these circumstances, terminate the JP1/AJS3 mail monitoring process manually.

The JP1/AJS3 Mail service is created when you switch the mail system linkage function from use on the desktop to use with a service. Because the JP1/AJS3 Mail service must be run from the account that you used to log on to Windows when you created the profile used by the mail system linkage function), ensure that this user account is set in the properties window of the JP1/AJS3 Mail service.

(7) When a profile is configured to use personal folders

If a profile configured to use personal folders is specified in the Profile name field for an email sending job or email reception monitoring job, an error occurs if the personal folder file (extension .pst) is in use when JP1/AJS3 accesses Outlook to send and receive email, and the job status changes to Ended abnormally. For this reason, ensure that none of the following is taking place when you use an email sending job or email reception monitoring job:

Another application process or mail account is viewing, updating, or deleting the personal folder.

The profile or mail account is being configured.

The personal folder file is open for editing in another program such as Notepad.

If an error occurs, make sure that none of these operations is taking place with respect to the personal folder file.

Then, re-execute the error email sending job or email reception monitoring job.

(8) Procedure for calculating the mail monitoring interval

For the email reception monitoring job, specify a monitoring interval that is shorter than the result of the following calculations. The default is 10 minutes.

In Outlook, measure how long it takes to complete transmission or reception of a single email message.
Measure this time using the profile that is actually used for the mail system linkage. Round the calculated time to the number of seconds and set this as the processing time for one email.

Calculate the monitoring processing time.
The expression is shown below.
Monitoring processing time = (maximum number of email reception monitoring jobs monitored concurrently on the host) x processing time for one e-mail

Calculate the send processing time.
The expression is shown below.
Sending processing time = (maximum number of email sending jobs executed while monitoring an email reception monitoring jobs on the host) x processing time for one email

Add the monitoring processing time and the send processing time determined in step 2 and step 3, and round the seconds to minutes.

Add one minute to the value determined in step 4 and set it as the mail monitoring interval (lower limit). However, we recommend that you set a value greater than the lower limit in actual operation.

(9) Notes on using Outlook

Before using Outlook, set it as the system's default email program. For details on how to do so, see Outlook Help. Unless Outlook is the default mail client, mail cannot be sent or received at execution of an email sending job or email reception monitoring job. A dialog box appears, prompting you to run Microsoft Outlook and set it as the default mail client.

(10) Differences in operations when Outlook 2002 or later is used

When Outlook 2002 or later is used as the mail client software, the operations during execution of an email sending job or email reception monitoring job differ from those of other versions. The following lists the differences in operations:

The mouse pointer might change to an hourglass that indicates that the application is performing processing.

The active window might become inactive.

The progress of the email sending job or email reception monitoring job is displayed.

If you do not want to display the progress window, from Outlook menu bar, choose Tools, Send/Receive, Show Progress, and then select Don't show this dialog box.

An Outlook button appears in the task bar.

Do not use this icon to terminate Outlook during execution of the email sending job or email reception monitoring job.

The Outlook window appears momentarily, at the start and end of the email sending job or email reception monitoring job.

If virus-checking software is active, the logo of the software might appear.

If the size of an email that Outlook is receiving is too large, email reception might be unable to finish. If email reception fails, set and apply the following environment variable in the user environment or system environment, as described below, and then re-execute the email reception monitoring job.

Environment variable name:

JP1AJS2_REC2

Description:

Set a value from 5 to 1,800 (in seconds).

When you execute an email reception monitoring job, the email receiving time for the job is extended by the time set in this environment variable. If you specify a value outside the 5 to 1800 range, the email receiving time is not extended.

Regardless of whether the receiving time is extended, when the size of an email is 500 kilobytes, the required receiving time is about six seconds. When the size of an email is 1 megabyte, the required receiving time is about 12 seconds. Use these times as guidelines when setting the environment variable.

Note that the actual receiving time changes depending on the environment. Measure the email receiving time beforehand by using Outlook, and leave a sufficient margin when setting the environment variable.

If it takes a long time for Outlook to receive email, the email reception monitoring job might be unable to detect the email being received. If the job cannot detect the email, the job will detect the email at the next execution cycle of email reception monitoring.

If you manually activate Outlook, while the email sending job or email reception monitoring job is sending or receiving email through activation of Outlook, then the Outlook window that you activated manually might be minimized into a task bar button. To use the instance of Outlook that you activated manually, in the task bar, right-click the Outlook button to display a menu, and then choose Resize or Maximize.

(11) Settings for mail client software

To use the mail system linkage function on the desktop, make sure that the combination of the settings you specified for the WINMAILCLIENT environment setting parameter and the mail client you are actually using are correct.

Mail client software for which 0 (Outlook 2000) is specified for the WINMAILCLIENT environment setting parameter

Outlook 2000

Mail client software for which 1 (Outlook 2002 and later) is specified for the WINMAILCLIENT environment setting parameter

Outlook 2002

Outlook 2003

Outlook 2007

In Windows Server 2008, only Outlook 2003 and later versions can be used. In Windows Server 2008, specify 1 for the WINMAILCLIENT environment setting parameter (Outlook 2002 and later). For details, see 2.2.4 Setting up the environment for the mail system linkage.

If the pairing of the setting and the mail client software is incorrect, the mail system linkage function cannot operate correctly, leading to the following problems:

Emails defined in email sending jobs are not sent and remain in the Outbox despite the job ending normally.

The system cannot access the Inbox, and thus cannot detect received emails that satisfy the conditions defined in an email reception monitoring job.

After the value for the WINMAILCLIENT environment setting parameter has been changed, restart the JP1/AJS3 service and the JP1/AJS3 mail monitoring process. Changes do not take effect until both are restarted.

The version of Outlook is irrelevant when the mail system linkage function is used with a service. In this case, you do not need to select the mail client software.

(12) Note on using Remote Desktop

Do not run the JP1/AJS3 mail monitoring process on Remote Desktop, because the mail system linkage might not operate correctly.

If you use Remote Desktop to log on remotely, remove the JP1/AJS3 mail monitoring process icon from the startup items so that the process will not start automatically. Note that if the icon is removed from the startup items, the process also does not start when you log in to the system console. Therefore, before using mail system linkage, make sure that the JP1/AJS3 mail monitoring process can be started on the system console, and start the process manually. To start the process manually, from the Windows Start menu, choose JP1_Automatic Job Management System 3 - Manager or JP1_Automatic Job Management System 3 - Agent, and then click the icon for the mail monitoring process.

If you want to use mail system linkage on Remote Desktop, use it with a service instead of from the desktop. For details on the mail systems that can be linked from a service, see 2.2.1 Prerequisite programs for linking mail systems.

(13) If the environment settings cannot be read

If the settings cannot be read for the environment setting parameters to be used for the mail system linkage function, the JP1/AJS3 mail monitoring process and the JP1/AJS3 Mail service will start as usual. However, when an email sending job or email reception monitoring job is executed, the message KAVT3409-E The environment definition could not be read. is output to the integrated trace log and the job status changes to Ended abnormally. As a result, the system cannot send the email defined in an email sending job, or monitor for messages that match the monitoring conditions in an email reception monitoring job.

In this case, check whether message KAVT3409-E was output to the integrated trace log, and review the settings for the environment setting parameters used for the mail system linkage function. For details, see 2.3 Messages beginning with KAVT (Messages about the event/action control) in the manual Job Management Partner 1/Automatic Job Management System 3 Messages 1. After changing the settings for the environment setting parameters used for the mail system linkage function, you must restart the JP1/AJS3 mail monitoring process or the JP1/AJS3 Mail service, as well as the JP1/AJS3 service.

(14) Notes on Outlook licenses and certificate expiration

If you start an unlicensed copy of Outlook more than a predetermined number of times, or attempt to run Outlook with an expired certificate, Outlook will not start.

If you execute an email sending job or email reception monitoring job in this state, the job status changes to Ended abnormally, and the system is unable to send email or detect received email.

Licences
You can start an unlicensed copy of Outlook 2002 or later a limited number of times, beyond which the program will no longer start. Because the number of times you can start a particular instance of Outlook differs depending on its specifications, do not execute an email sending job or email reception monitoring job if JP1/AJS3 is linked to an unlicensed copy of Outlook.

Certificates
If you use a certificate to send and receive email, Outlook will not start if the certificate has expired. Check the expiration date of the certificate. Because different certificates have different expiration dates, check with the authority that issued the certificate.
For details on how to use certificates to send and receive email in Outlook, see Outlook Help.

(15) When a macro variable is specified for the message text and the subject of an email sending job

If a macro variable is specified for the message text and the subject in the definition of an email sending job, and the conditions below are satisfied, the following message is output to the Execution Result Details dialog box, the job status changes to Ended abnormally, and the email is not sent: KAVT4255-E The data length is invalid.

When length-of-character-string-specified-for-message-text + length-of-character-string-for-macro-variable-specified-for-message-text-at-job-execution exceeds 512 bytes

When length-of-character-string-specified-for-subject + length-of-character-string-for-macro-variable-specified-for-subject-data-at-job-execution exceeds 256 bytes

Because the maximum numbers of bytes for the message text and the subject of an email sending job are exceeded, the status changes to Ended abnormally. For the maximum number of bytes you can specify for the message text and subject of an email sending job, see 15.4.27 Detailed Definition - [Send Mail] dialog box in the Job Management Partner 1/Automatic Job Management System 3 Operator's Guide and 15.4.28 Detailed Definition - [Send Mail] - [Attached File] dialog box in the Job Management Partner 1/Automatic Job Management System 3 Operator's Guide.

As a workaround for the Ended abnormally status caused by this problem, configure the environment setting parameters ahead of time so that email messages can be sent by discarding the excess message text and subject data. The following table shows the environment setting parameter you can specify for this workaround.

Table 2-3 Environment setting parameter used to specify whether to send an email message after discarding excess message text and subject data

Definition key Environment setting parameter

[JP1_DEFAULT\JP1AOMAGENT\mail_link] "SendCutOffExcessiveData"=

Details on the definition of the environment setting parameter are as follows:

"SendCutOffExcessiveData"="{Y|N}"

For an email sending job, specify whether to send an email message by discarding excess data if the length of the message text and subject data, including the character string specified as a macro variable, exceeds the maximum number of bytes.

The default value is N.

Y

If the length of the specified message text and subject data, including the character string specified as the macro variable, exceeds the maximum number of bytes, the following message is output to the integrated trace log and the Execution Result Details dialog box: KAVT3207-W The mail data was too long, so it was truncated. The data remaining after the excess bytes have been discarded is used for the sent email message.

N

If the length of the specified message text and subject data, including the character string specified as a macro variable, exceeds the maximum number of bytes, the following message is output to the Execution Result Details dialog box, and the job status changes to Ended abnormally: KAVT4255-E The message length is invalid.

Setting procedure:

To set the environment setting parameter:

Execute either of the following commands:
jajs_config -k [JP1_DEFAULT\JP1AOMAGENT\mail_link] "SendCutOffExcessiveData"="Y"
or
jajs_config -k [JP1_DEFAULT\JP1AOMAGENT\mail_link] "SendCutOffExcessiveData"="N"

Definition key	Environment setting parameter
[JP1_DEFAULT\JP1AOMAGENT\mail_link]	"SendCutOffExcessiveData"=

(16) Troubleshooting

For details on how to troubleshoot problems associated with mail system linkage, see 2.10 Troubleshooting problems related to mail system linkage (for Windows only) in the manual Job Management Partner 1/Automatic Job Management System 3 Troubleshooting.

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