Send emails using the email service provider

You can use the email service provider to send out emails automatically to one or more recipients during workflow run time.

Before you begin

For the email service provider to work, you must configure permissions by selecting the appropriate check box.
  • To configure server-wide settings for sending emails, select Configure email.
  • To allow email messages to be sent, select Send email.

Procedure

  1. In the navigator, click Proficy System > Proficy System.
  2. In the Displays panel, click Email.
    The Email Configuration Setup window appears.
    Note: You must configure all required fields in order to avoid errors.
  3. Enter the relevant data in each of the following fields.
    1. Required: In the Server host name field, enter the server from which emails will be sent.
    2. Required: In the Server port number field, enter the server's port number.
    3. Optional: In the Server timeout value field, enter the number of seconds allowable for an email to be sent before the server times out.
    4. Required: In the Default sender address field, enter the email address from which emails will be sent.
    5. Optional: In the Default sender name field, enter a name related to the sender of the email.
    6. Optional: In the Test recipient email address field, enter an email address to test the sender's email, and then click Send Test Message.
      If the sender's email works, a test email arrives in the recipient's Inbox.
  4. To add recipients to an email distribution list, add an IDirectorySearch service provider to the workflow.
    1. Add the Search method to your workflow, following the steps in the Convert a resource's display name to a Directory Resource topic.
    2. In the Starting Resource field, click the ellipsis button.
      The Universal Browser appears.
    3. From the Personnel folder, select the recipient that you want to send an email to, and then click OK. If you want to send an email to all users, select Personnel, and then click OK.
    4. Click Save.
  5. Drag and drop a second Call Method activity into the subprocess.
  6. To send emails during workflow execution, add one of the following email service call methods:
    Select...To send an email to...
    SendEmailseveral recipients.
    SendEmailFromPersona single recipient from a specific sender. To include this sender, in the Sender field, click the ellipsis button, and then select the user.
    SendEmailSinglea single recipient from the preconfigured sender.
    Note: Ensure that each recipient has an email address associated with his account.
  7. In the Recipient(s) field, select Bind from the drop-down arrow.
    The Select Variable dialog box appears.
  8. From the Call Method activity that contains the Search call method, select the ReturnValue, and then click OK.
  9. Optional: To configure other fields, from the Inputs section:
    In this field...Enter text to include...
    Bodywithin the email's body section.
    Subjectin the email's subject line.
  10. Click Save.