15.1 Checklist to Setup Email-Based Approval

Before setting up the email-based approval, review the following checklist:

Checklist Items

  1. Ensure that outgoing mail server is configured, for more information, see Configuring Outgoing Email Settings.

  1. Choose the Email-Based Approval templates for workflows. For more information, see Choosing Email-Based Approval Templates for Workflow.

  1. To receive emails, set up an account on an email server that supports POP3 or IMAP protocol. If you are using a POP3 type of server, the received emails are not marked as ‘read’ in the incoming mailbox.

  1. Enable email-based approval and configure incoming mail server properties from the Workflow Administration Console, for information, see Enabling Email Approval and Configuring Incoming Mail Server Properties.

  1. (Conditional) If you want to enable email-based approval in a cluster environment, see Enabling Email-Based Approval on Cluster Environment.

15.1.1 Choosing Email-Based Approval Templates for Workflow

You can attach an email notification template for approval activities, the finish activity, and the email activity.

To attach a template to a workflow:

  1. Select Catalog > Workflow.

  2. Click the workflow name to which you want to associate the template.

  3. In the Workflow Builder, click the Overview tab.

  4. Select the Notify Participants By Email toggle.

  5. Click the Workflow Builder tab.

  6. Click the workflow activity to which you want to attach the template.

  7. Select True for the option Notify By E-mail.

  8. Click Email Template to display the following email options:

    • Notify

    • Reminder

    • Escalation Reminder

  9. Choose an email option, then select the template Email Based Approval Provisioning Notification.

  10. Enter the source expressions for the required fields based on the selected template.

  11. Click Publish.

15.1.2 Enabling Email-Based Approval on Cluster Environment

Ensure that the outgoing mail server is configured. On cluster environment, you must specify the IP address or hostname of the ActiveMQ server in server.xml file of the nodes in the cluster, which is set to localhost by default. Look for the brokerURL attribute for the AcitveMQ server in the server.xml and replace the localhost with the ActiveMQ server IP address or hostname.If you enable or disable the Email Based Approval (Off/On) or change the incoming mailbox properties, then restart all the cluster nodes for the change to take effect. You must also verify the connection between the mailbox host and other servers.