XMAlert

XMAlert Process Flow

Normal Email Notifications

Normal Email Notifications allow for asynchronous email sending as tasks are triggered within a process.

These notifications are sent for New, Reminders, and Escalations items and can contain complete hyperlink paths or embedded hyperlinks.

In addition, XMAlert allows for Discussions to be sent out as actions and posts are occurring.

Normal Notifications Embedded Hyperlinks

The current templates for Normal Notifications contain full hyperlinks with the entire path defined, however this can be changed to allow for Embedded Hyperlinks by using the XMManagement Console. The change can be applied as follows:

1. Find the following line in each Normal notification:

<p>To act on this activityA specific step in a process.  It will be the user interface for that step (web form or a screen), for example, the Leave Application (screen interface or web form) will be the first Activity in the Leave Requisition process.  The Leave Application Authorization will be the second step or Activity in the Leave Requisition process.  One Process can have multiple activities., please browse to [LINK]</p>

2. And replace it with the following line:

<p>To act on this activity, please browse to  <a href=”[LINK]”> Link</a><p>

Normal Email Notification Examples

New Activity Notification

The following figure shows a new activity notification with a complete hyperlink.

Activity Reminder Notification

The following figure shows a activity reminder notification with an Embedded Hyperlink.

Due Activity Notification

Discussion Notification

Discussion Notifications are sent to all participants involved in the discussion whom have Digest Emailing disabled in MyInfo.aspx and DisableSocialNotifications set to false on XMWorkspace for each of the following Events:

• Starting a Discussion
• Starting a Case
• Adding Participants
• Removing Participants
• Adding Comments/Posts

Pre-Conditions

XMWorkspace

• Config
  • DisableActivityServerNotifications = true
  • DisableSocialNotifications = false
    • (To Disable Discussions on Normal Email Notifications, set DisableSocialNotifications = true)

DisableSocailNotifications are used for Discussions in Normal Email Notifications.

This setting has no effect on Users whom have Digest Emailing enabled on MyInfo.asp as in such a case, the discussions will be shown in the Digest Email Notification.

Digest Email Notifications

XMPro Digest Email Notifications allows for process based email notifications – that are sent throughout the day to a specific user – to be digested into one email notification rather than sending multiple email notifications. The digest email notification will contain New, Outstanding and Discussion items. Should the user have Digest Emailing enabled on their account and the user is involved in a process where Escalations or Due dates are specified, a Normal Email Notification will be sent out instead and the logic for the Digest Email Notifications are ignored for the process.

Digest Email Notifications can be sent in HTML or Text Format. This implies to the format in which the email is sent to the client. Below are examples to indicate the difference between the two formats for Digest Email Notifications.

Discussion items in Digest Email Notifications are listed as actions take place. All actions taken on a Discussion, as indicated below, will be retrieved for the user having Digest Emailing enabled on the MyInfo.aspx page that should have received a notification. It provides a clear audit trail of actions taken.

• Actions
  • Starting a Discussion
  • Starting a Case
  • Adding Participants
  • Removing Participants
  • Adding Comments/Posts

Digest Email Notification – Text Format

Digest Email Notification – HTML Format

Pre-Conditions

XMWorkspace

• Config
  • DisableActivityServerNotifications = true
• MyInfo.aspx for the User
  • Notify of New Activities? = Checked
  • Digest Email Notifications? = Checked
  • Digest Email As HTML? = Checked -If unchecked, the Digest Email is sent in Text

XMAlert Logic and Configuration

Build-up

If XMAlert is enabled (DisableActivityServerNotifications = true) and the user subscribes to notifications as defined in the MyInfo.aspx page in the XMWorkspace – still having Digest Email disabled – notifications will be sent out as they occur within the process.  That is, allowing for new activities, reminders, escalations and discussions to be sent out as they occur. Discussions with Normal Email Notifications do not get digested and they are sent out on a Company based setting rather than a user based setting – It can therefore not be configured per user, but is either enabled or disabled for all users unless a user subscribes to Digest Email Notifications at which point the Discussions for the specific user will be digested. Within the site.config of XMWorkspace, the key ‘DisableSocialNotifications’ needs to be set to false to enable Normal Email Notifications for Discussions for all users who do not have Digest Email Notifications enabled on the MyInfo page.

When Normal Email Notifications are sent and XMAlert picks up on a user with Digest Email Notifications enabled, the notification is not set, but rather added into a queue with a flag indicating that the item needs to be digested and then sent based on the settings for the service in the XMManagement Console. The table containing the Digest Email Notifications –DigestEmailNotifications– can be found in the main XMPro Database. Digest Email Notifications are sent out base on the timing specified for the service in the XMManagement Console under Company Settings. This provides the start time when all digest emails will be sent out.  It is advisable to keep this timing set after normal business working hours but before Midnight.

SMTP Configuration

XMAlert’s SMTP configurations can be set in the site.config file of the XMWorkspace, the XMDesignerIs used to configure XMPro BPM solutions. or in XMWorkspace Site Administration.

The settings used by XMAlert are shown below:

Security

• UserName
• Password
• UseDefaultCredentials

Delivery Method

• UserIISPickupDirectory
• PickupDirectory

Settings

• HostAddress
• Timeout
• RequireSSL
• Port

Message

Subject

• Encoding
• Text

Body

• Encoding
• Text
• IsHTML

Options

• From
• To
• CC
• BCC
• Priority
• ReplyTo

Email Format and Templates

Normal Email Notifications are sent by default in HTML format, but the outline of the Email Notifications are shown as “Text” with the default installation.  The templates for each notification type can be configured for the specified service in the XMManagement Console.

Digest Email Notifications are sent based on each user’s preference as defined on the MyInfo.aspx page in the XMWorkspace. The outline and format for both Text and HTML are configured inside the XMManagement Console under the Digest Template section for the specified service. Text Email Templates should not contain HTML content as the tags will be converted to pure text when the digest email is sent to the user. The HTML Email Templates are highly configurable when it comes to the outline and display. HTML Email Templates for Digest Emails should use a tabular (Row) form for the line items as XMAlert takes an iterative approach to adding the items into the Digest Email.

The Templates for both Normal Email Notifications and Digest Email Notifications are further described and outlined in the XMManagement Console Document.