Applies to version: 8.1.x and above, author:
With WEBCON BPS users can now create HotMailBoxes. A HotMailBox automatically starts workflows or adds files to them whenever an e-mail message is delivered to an inbox configured in it. A HotMailBox can operate in one of the following modes:
• “Start one workflow for each e-mail”;
• “Start one workflow for each selected attachment”;
• “Add to elements based on barcodes in attachments”;
• “Add to elements based on e-mail content”.
Example – “Start one workflow for each e-mail”
Company X has an incoming correspondence workflow in an administrative office process. For each e-mail message delivered to a mailbox (to a relevant folder) an incoming correspondence workflow is started. The workflow form is filled out with data on title, sender, and e-mail content and files attached to the e-mail are added to it.
The incoming correspondence workflow diagram is presented below.
Fig. 1. The incoming correspondence workflow diagram
– starting separate workflows (e.g. for incoming correspondence, submission) that automatically close incoming correspondence document through the “Complete automatically” path,
– closing the incoming correspondence workflow by going through the “Complete” path if no other workflows are required,
– moving an e-mail to the “Canceled” step when it is a spam.
To start configuration, first create a HotMailBox. To do that go to “System settings” module in WEBCON BPS Designer Studio and click the “HotMailBoxes” item in the selection tree on the left. A “New HotMailBox” button appears in the upper bar – click it to start configuring new HotMailBox.
Fig. 2. Creating new HotMailBox
The “General” tab
There are five fields to fill out in the “General” tab of a new HotMailBox:
Fig. 3. The “Test connection parameters” tool window
Fig. 4. Context-sensitive help for the “Template for created attachment name” field
All files attached to an e-mail are added to the incoming correspondence workflow, so select the “All with extension” option in the “Attachments to be processed” field.
Fig. 5. Context-sensitive help for the “Additional attachments filter” field
There are no additional files downloaded in the discussed example.
An example of configuration of the “General” tab is presented in fig. 6.
Fig. 6. A demonstrative configuration of the “General” tab
The “Advanced settings” tab
Once you configure the “General” tab proceed to the “Advanced settings” tab. The tab is divided into two sections:
An example of configuration of “Advanced settings” tab is presented in fig. 7.
Fig. 7. A demonstrative configuration of the “Advanced settings” tab
The “Starting workflow settings” tab
There are two sections in the “Starting workflow settings” tab:
Fig. 8. Context-sensitive help for the “Workflow field values” field
The configuration of the “Starting workflow settings” tab for this example is presented in fig. 9.
Fig. 9. A demonstrative configuration of the “Starting workflow settings” tab
Saving a HotMailBox
After configuring tabs “General”, “Advanced settings”, and “Starting workflow settings” you can save your HotMailBox by clicking the “Save” button in the upper bar.
When correctly saved, a message appears with information on actions to be taken to make the changes in the HotMailBox effective.
After saving the HotMailBox, enable the “E-mail/MailApproval inbox monitoring” role in a service. To do that click the “System settings” button in the right, lower corner, select the “Services configuration” node from the selection tree on the left, choose the “Services” item, and select the right service.
Fig. 10. Service selection
Once you select a service, check the “E-mail/MailApproval inbox monitoring” role, and save changes in service configuration. For the HotMailBox to work correctly, you need to reload service configuration.
After clicking the “Load configuration” button, the system asks to confirm the intent to reload configuration, as this involves stopping all active service tasks. Stopped operations are restarted when a service reloads its configuration.
Fig. 11. Service configuration
Your HotMailBox is correctly configured. Once an e-mail is delivered to the specified inbox source folder, a new incoming correspondence workflow is started.