10.6.2 Selecting email transmission

When a worker sends an Item to the next worker after processing the Item, an email notification can be sent alerting the next worker that the Item has been sent. Whether an email is to be sent is specified for each Item or each activity.

To send email notification:

In Flow Designer, click the Edit Emails button.

Mail Designer appears.
Specify the default text to be displayed in Subject and Contents.

You can specify a maximum of 64 bytes of text in Subject (the subject line) and a maximum of 1,000 bytes of text in Contents (the body of the email).

The texts set here can be edited when each worker sends the email.

If no texts are specified, the email transmission setting does not take effect.
Click the OK button.

Mail Designer closes and the specified email transmission setting takes effect. When the settings take effect, the notification email item () is added to all activities for the Item.

Whether the email is actually to be sent can be selected when the Item is sent.
Select the notification email item () whose email transmission settings are to be changed, and then click the Edit or Delete button.

You can edit the email transmission settings for each activity.

If you click the Edit button, Mail Designer is displayed. Specify the desired information. If you click the OK button, the specified email transmission settings take effect and the notification email item is changed for the activity (). If you click the Delete button, a dialog box asking whether the notification email item is to be deleted is displayed. Click the OK button. If you do not wish to specify email transmission settings for each activity, skip step 4.

To add a notification email item that was deleted once, select the target activity and then click the Add Notification Email button ().

The figure below shows Mail Designer.

Figure 10‒32: Mail Designer

To change the email transmission settings for each activity to settings for each Item

Use the procedure for setting email transmission to delete all character strings specified in Subject and Contents. Clicking the OK button displays a dialog box asking whether you want to change the email transmission settings to settings for each Item. Click the Yes button.

To release the email transmission settings for each Item

In the procedure for setting the email transmission, delete the texts for Subject and Contents.

Clicking the OK button deletes all notification email items whose email transmission settings are enabled for each Item.

Note

Email for notifying Item transmission is sent on the basis of the email address registered in the user information. This means that if a user's email address has not been registered, email will not be sent to this user even if the email transmission setting has been specified. If no email address has been registered for the Item handler (email sender), the email address set in Sender's e-mail address in the Server Setup dialog box is used as the sender's email address.

Settings in Microsoft Internet Information Services

To send email notification of Item transmission, settings in Microsoft Internet Information Services are required in addition to the settings in Flow Designer.
- Executing the SMTP Virtual Server
  
  Make sure that the SMTP Virtual Server is executing. For details about how to set the SMTP Virtual Server, see 5.10.1 Executing the SMTP virtual server.
- Relaying received email to a remote domain
  
  By adding a remote domain to the SMTP Virtual Server, received email can be relayed to the remote domain. For details about how to relay received email to a remote domain, see 5.10.2 Adding a remote domain.

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