9.15.2 Setting an environment for email notification

This subsection describes how to specify the environment settings required for email notification.

Set up the SMTP server to send emails to
Setting up the email clients that receive emails
Specify settings in the email definition file
Set up the Definition file for the task practice service^#
Specify settings in the User log definition file^#
Specify settings in the New process work board window or the Edit the process work board window

#

The setting is optional.

The following subsections provide details about individual settings.

Organization of this subsection

(1) Setting up the SMTP server to which you send emails
(2) Setting up the email clients that receive emails
(3) Settings in the email definition file
(4) Setting up the Definition file for the task practice service
(5) Settings in the User log definition file
(6) Settings in the New process work board window or the Edit the process work board window

(1) Setting up the SMTP server to which you send emails

Performing email notification requires an email management server to send emails to. Prepare an email server that can use the SMTP protocol.

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(2) Setting up the email clients that receive emails

Use email clients that can receive emails using the POP3 protocol.

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(3) Settings in the email definition file

You must specify the settings in the table below in the Email definition file. For details about the Email definition file, see Email definition file (jp1imss_mail_setting.conf) in Chapter 13. Definition Files.

Table 9‒10: Settings, in the Email definition file, that are required for email notification
Setting	Description
Settings of the SMTP server to send emails to	Specifies the address and port number of the SMTP server.
Maximum number of target batch transmission users	Specifies the maximum number of target users for batch transmission of an email.
Email sender	Specifies the email sender's name and address to be displayed by email software.
Authentication method for email notification	Specifies the authentication method to be used for email notification. The following authentication methods can be set: No authentication POP before SMTP SMTP Authentication
Settings of POP3 server	Specifies the address and port number of the POP3 server for email notification using the POP before SMTP authentication.
Submission port number	Specifies the submission port number for email notification using SMTP Authentication.
User ID and password for user authentication	Specifies the user ID and password for the user authentication required for email notification. Use the `jssauthusersetup` command to set the user name and password. The password is converted by a program when the `jssauthusersetup` command is executed.
Timeout period until the establishment of connections to the SMTP and POP3 servers	Specifies the timeout period to wait until the establishment of connections to the SMTP and POP3 servers.
Timeout period until reception of responses from the SMTP and POP3 servers	Specifies the timeout period to wait until the reception of responses from the SMTP and POP3 servers.
Character encoding of email to be sent	Specifies the character encoding of email to be sent.
Whether to perform email notification for individual functions	Specifies whether to perform email notification for individual functions. Note that this setting is omitted for pre-deadline notification and held-Item notification. For the timing of email notification, see 3.12.1 When an email is to be sent.
Title and body of an email	Specifies the title and body of an email for individual functions.
Maximum number of Items to be described in an email message to the person in charge	Specifies the maximum number of Items to be described in an email message to the person in charge (for pre-deadline notification or held-Item notification).
Body of an email message when the maximum number of Items to be described in an email message has been exceeded	Specifies the body of an email to be used when the maximum number of Items to be described in an email message to the person in charge (for pre-deadline notification or held-Item notification) has been exceeded.

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(4) Setting up the Definition file for the task practice service

In the definition file for the task practice service, specify whether to make the JP1/Service Support - Task Service service periodically execute commands (including the command to notify of held Items) and the interval of command execution. The default interval is 60 minutes.

For details about the Definition file for the task practice service, see Definition file for the task practice service (jp1imss_service_setting.conf) in Chapter 13. Definition Files.

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(5) Settings in the User log definition file

If you want to use the user authentication function, execute the jssauthusersetup (authentication user setting) command to set the user ID and password for user authentication in the email definition file. The execution results of the jssauthusersetup command can be output to a log file (jssauthusersetup_infonumber.log).

To output the execution results to the log file, you must specify necessary settings in the user log definition file. For details about the User log definition file, see User log definition file (jp1authusersetup.conf) in Chapter 13. Definition Files.

Also, messages that indicate the start and end of email transmissions and the cause of email transmission errors are output to the main-service logs made public to users. You can change the number of files and size of the main-service logs made public to users by using the settings file for main-service logs made public to users. For details, see Settings file for main-service logs made public to users (hptl_jp1_imss_main_log.properties) in Chapter 13. Definition Files.

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(6) Settings in the New process work board window or the Edit the process work board window

You must specify the settings in the table below in the New process work board window or the Edit the process work board window. For details about the setting procedure, see 9.6 Creating process work boards.

Table 9‒11: Setting, in the New process work board window or Edit process work board window, that is required for email notification
Setting	Description
Settings for pre-deadline email notification	Specifies the number of days preceding the closing deadline and the number of times of email notification as the settings required for pre-deadline notification by the pre-deadline notification command.

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