1.5.10 Workflow for enabling email notification

(1) Registering email addresses to the user information

Register, in the user information, the email address to which email notifications will be sent. This operation is unneeded if such an email address is already registered in the user information of the JP1/Service Support user.

Prerequisites

This operation is performed by the JP1/Service Support administrator.

Procedure

1. In the main window (Item list), from the menu, select Option - User management.

   

   The User management window is displayed.

2. Select the user whose email address will be registered, and then select Action - Edit.

   

   The Edit user window is displayed.

3. In the Edit user window, enter the email address.

   

   The email address can be up to 255 characters consisting of half-width alphanumeric characters and characters listed in the table of ASCII characters.

4. Verify that you have entered the correct email address.

5. From the menu, select Register.

   The user information is registered. You are returned to the User management window.

Postrequisites

Edit the process work board to automate the distribution of pre-deadline email notifications.

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(2) Editing the process work board settings to automate delivery of pre-deadline email notifications

Edit the process work board settings so that a command can be executed to automate delivery of pre-deadline email notifications to the process work board administrator and the persons in charge of Items that meet the specified conditions.

Prerequisites

This operation is performed by the JP1/Service Support administrator.

Procedure

1. In the main window (Item list view), from the list of process work boards, select the process work board that should automatically deliver pre-deadline email notifications.

   

2. From the menu, select Action - Edit the process work board.

   The Edit the process work board window is displayed.

3. In the Edit the process work board window, select the Basic settings tab and then edit items in Settings for pre-deadline email notification.

   

   The table below provides examples of the information to be entered or selected.

   Item		Configuration information to be entered or selected
   Settings for pre-deadline email notification	Notify by email before the deadline	Select the check box.
   	Number of days before the deadline	Three days ago
   	Settings - Email notification frequency	Select Notify everyday by email from the specified number of days before the deadline until the deadline.

   In the above example, when the command to automatically deliver pre-deadline email notifications is executed, pre-deadline email notifications will be sent to the process work board administrator and the persons in charge of Items whose deadlines are at or before 23:59:59 on the third day after the command is executed.

   For details about how to set conditions other than those mentioned above, see Pre-deadline email notification in the JP1/Service Support Configuration and Administration Guide.

4. From the menu, select Register.

   The changes are applied. The main window (Item list view) is re-displayed.

Postrequisites

Edit the held Item definition file to automate delivery of the notification of remaining Items.

Related topics

• Pre-deadline email notification of the JP1/Service Support Configuration and Administration Guide

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(3) Editing the held Item definition file to automate the distribution of notifications of remaining Items

Edit the held Item definition file so that a command can be executed to automate distribution of notifications of remaining Items to the process work board administrator and the persons in charge of Items that satisfy specific conditions.

Prerequisites

This operation is performed by the JP1/Service Support administrator.

Procedure

1. Open the held Item definition file by using, for example, a text editor.

   The held Item definition file is stored in:

   JP1/SS-path\conf\command\jp1informleave_setting.conf

2. Specify definition information about held Items and save the file.

   In the example shown below, define information about held Items in the process work board for the system named "Business system".

   Define the conditions on which held Items will be distributed to the persons in charge of Items registered in the process work boards "Incident management" and "Problem management", as shown below. Use the equal sign = to combine the setting item and the configuration information.

   Setting item (key name to be specified)	Configuration information to be entered
   hptl_jp1_imss_target_pwb_list	GManagementSystemIncident,GManagementSystemProblem
   hptl_jp1_imss_target_priority_code	1,2,3
   hptl_jp1_imss_target_range	24
   hptl_jp1_imss_JIMSD_STAT_RESEARCH	60
   hptl_jp1_imss_JIMSD_STAT_APPROVED	60

   After a command is executed to automatically distribute a notification of the remaining Items, settings are made to distribute notification of remaining Items to the process work board administrator and the persons in charge of the Items that are prioritized as Very urgent, Urgent, or Standard, marked as being in investigated or already approved status within the last 24 hours, and left unprocessed for no less than one hour.

   For details about the conditions on which notifications of remaining Items are distributed, see Held Item definition file (jp1informleave_setting.conf) in the JP1/Service Support Configuration and Administration Guide.

Postrequisites

Edit the email definition file to define the email content to be distributed automatically.

Related topics

• Held Item definition file (jp1informleave_setting.conf) of the JP1/Service Support Configuration and Administration Guide

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(4) Defining the email content to be distributed automatically

Define the common email notification content that will be distributed by JP1/Service Support, such as the SMTP server's host name and the sender. To meet requirements for the operation explained in this manual, enable the distribution of email notifications when an Item is closed, and review the email content that will be distributed.

Prerequisites

This operation is performed by the JP1/Service Support administrator.

Procedure

1. Open the email definition file by using, for example, a text editor.

   The email definition file is stored in:

   JP1/SS-path\conf\jp1imss_mail_setting.conf

2. Set the SMTP server's host name, the sender, and the sender's email address.

   In this example, make the following settings: Use the equal sign = to combine the setting item and the configuration information to be entered.

   Setting item (key name to be specified)	Configuration information to be entered
   hptl_jp1_imss_mail_server	MailServer
   hptl_jp1_imss_mail_form_name	JP1/ServiceSupport
   hptl_jp1_imss_mail_form_address	administrator@hitachi.com
   hptl_jp1_imss_mail_auth_method	none

3. Specify the settings so that the person in charge of an Item will be notified by email.

   Set the key "hptl_jp1_imss_mail_item_charge_flag" to ON.

4. Specify the settings so that the person who registers an Item will be notified by email when the Item is closed.

   Set the key "hptl_jp1_imss_mail_item_close_flag" to ON.

5. Review the email content to be distributed when pre-deadline email notifications are distributed, when notifications of remaining items are distributed, when email notifications of closed items and changes in persons in charge of Items are distributed.

   The following are the initial settings of the email content.

   Type of email notification	Distribution destination	Title	Email body
   Pre-deadline email notification	Person in charge of the Item	[Notification of deadline for person in charge] The item deadline is approaching.	The number of items whose deadlines are approaching is number-of-items. The number of items whose priority is Very urgent is number-of-items. The number of items whose priority is urgent is number-of-items. The number of items whose priority is standard is number-of-items. System: system-name Process: process-name -------- The deadline of the item, Item-id, is approaching. Title: item-title Priority: item-priority Status: item-status Person in charge: value-assigned-to-person-in-charge-of-item Deadline: deadline-for-item -------- :
   	Process work board administrator	[Notification of deadline for process work board administrator] The deadlines of number-of-items items are approaching.	This email notifies you of the number of items whose deadlines are approaching. Number of days before deadline: Before number-of-days-before-deadline days Email notifications frequency setting: frequency-of-emailnotifications System: system-name Process: process-name Number of items: number-of-items items: The number of items whose priority is very urgent is number-of-items. The number of items whose priority is urgent is number-of-items. The number of items whose priority is standard is number-of-items.
   Notification of remaining Items	Person in charge of the Item	[Notification of held item for person in charge] The processing of the item is delayed.	The number of items whose processing is delayed is number-of-items. Number-of-delayed-items-for-each-status Priority to be monitored: priority-of-items-to-be-monitored Time when item is not updated: time-during-which-items-in-a-specific-status-remain System: system-name Process: process-name -------- The processing of the item, item-id, is delayed. Title: item-title Priority: item-priority Status: item-status Person in charge: value-assigned-to-person-in-charge-of-item Update date and time: date-and-time-of-item-update -------- :
   	Process work board administrator	[Notification of the number of held items for process work board administrator] number-of-items items are delayed in processing.	This email notifies you of the number of items whose processing is delayed. The number of items whose processing is delayed is number-of-items. Number-of-delayed-items-for-each-status Priority to be monitored: priority-of-items-to-be-monitored Time when item is not updated: Time-during-which-items-in-a-specific-status-remain System: system-name Process: process-name
   Email notification of changes in the persons in charge of Items	New person in charge of the Item	[ Item change of the person in charge notification item-id ] item-title	The person in charge of the item of [Item ID:item-id] changed. System: system-name Process: process-name Title: item-title Priority: item-priority Status: item-status Person in charge: value-assigned-to-person-in-charge-of-item Deadline: deadline-for-item
   Email notification to be distributed when an Item is closed	Person in charge of the Item	[ Item close notification item-id ]item-title	The item of [Item ID:item-id] was closed. System: system-name Process: process-name Title: item-title Priority: item-priority Status: item-status Person in charge: value-assigned-to-person-in-charge-of-item Deadline: deadline-for-item

6. Save and overwrite the email definition file.

7. Verify that the content of the email definition file is correct.

8. Stop the following JP1/Service Support services:

   • JP1/Service Support - Web Service

   • JP1/Service Support

   For details about the order in which these services should be stopped, see 1.6.2 Stopping JP1/Service Support services.

9. Start JP1/Service Support services.

   For details about the order in which these services should be started, see 1.6.1 Starting JP1/Service Support services.

   Changes to the email definition file are reflected in JP1/Service Support.

Note

The email definition file allows you to make settings on the following functionalities and the above-mentioned functionalities:

• Email notification of deleted users

• Email notification of deleted roles

• Email notification of created Items

• Email notification of Item escalation

• Registration of Items by email

For details, see information about the email definition file (jp1imss_mail_setting.conf) in the JP1/Service Support Configuration and Administration Guide.

Postrequisites

Edit the definition file for the task practice service so that the commands for automatically distributing pre-deadline email notifications and held Item notifications are periodically executed on a regular basis.

Related topics

• 1.6.2 Stopping JP1/Service Support services

• 1.6.1 Starting JP1/Service Support services

• Email definition file (jp1imss_mail_setting.conf) of the JP1/Service Support Configuration and Administration Guide

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(5) Configuring the periodic execution of commands for automatically distributing email notifications

Edit the definition file for the task practice service so that the commands for automatically distributing pre-deadline email notifications and held Item notifications are periodically executed on a regular basis.

Prerequisites

• This operation is performed by the JP1/Service Support administrator.

• JP1/Service Support - Task Service is terminated.

Procedure

1. Use a program such as a text editor to open the definition file for the task practice service.

   The following is the location where the definition file for the task practice service is stored:

   JP1/SS-path\conf\jp1imss_service_setting.conf

2. Edit the jssinformperiod section.

   In this example, edit this section as follows:

   [jssinformperiod]
   use=true
   basetime=03:00

   The command for automatically distributing pre-deadline email notifications (jssinformperiod command) runs every day at 3:00 a.m.

   A load is placed on the machine while the jssinformperiod command is running. We recommend that you set the command to be executed when only JP1/Service Support - DB Server is running or during a time period when the load on the machine is low (e.g., at night).

3. Edit the jssinformleave section.

   In this example, edit this section as follows:

   [jssinformleave]
   use=true
   period=240
   monitorStart=08:00
   monitorEnd=20:00

   The command for automatically distributing held Item notifications (jssinformleave command) runs every four hours (240 minutes) from 8:00 to 20:00, every day.

   A load is placed on the machine while the jssinformleave command is running. Pay attention to the execution interval.

4. Check whether the content edited in steps 2 and 3 is correct.

5. Save the definition file for the task practice service.

6. Start JP1/Service Support - Task Service.

   For details about how to start the service, see 1.6.1 Starting JP1/Service Support services.

   The edited content in the definition file for the task practice service is applied to JP1/Service Support.

Note

• For details about periodic command execution using the JP1/Service Support - Task Service service, see Definition file for the task practice service (jp1imss_service_setting.conf) in the JP1/Service Support Configuration and Administration Guide.

• For details about how to execute the following commands using the command prompt, see How to use Command Prompt to execute commands in the JP1/Service Support Configuration and Administration Guide.

  • jssdbbackup.bat command (makes a backup of data in the Item management database)

  • jssdbreclaim.bat command (releases the free space in the Item management database)

  • jssdbrorg.bat command (reorganizes the Item management database)

Related topics

• 1.6.2 Stopping JP1/Service Support services

• 1.6.1 Starting JP1/Service Support services

• Definition file for the task practice service (jp1imss_service_setting.conf) of the JP1/Service Support Configuration and Administration Guide

• How to use Command Prompt to execute commands of the JP1/Service Support Configuration and Administration Guide

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