Configuring Email for Process Management in LiveCycle ES2

LiveCycle Process Management handles the sending and receiving of emails in the following way:

A)     Sending Email To Workspace Users
For LiveCycle to send email to Workspace users or groups, the administrator needs to specify smtp settings in the server settings page and turn on notification types.  (See Sending Email Notifications to Workspace Users)

 B)      Receiving Email From Workspace Users
 For LiveCycle to receive email from users , the administrator needs to specify pop3 settings in an email endpoint on the Complete Task service. This will allow workspace users to continue processes outside of workspace. (See Continuing Workspace Processes via Email)

Sending Email Notifications to Workspace Users 

If you would like your workspace users/groups to receive email notifications for task assignments, reminders and deadlines, you need to do the following:

  • Configure the SMTP settings for the LiveCycle server.
  • Specify what types of email notifications you would like your users/groups to receive

Configure the SMTP settings for the LiveCycle server

In the Adminui, navigate to Services->LiveCycle Process Management ES2->Server Settings->Email Settings.

  1. Select “Enable outgoing  messages”.
  2. In the SMTP Server field, specify the name or IP of your Email Server.
  3. In the SMTP Server Port field, specify your port (if different than the default 25).
  4. In the User Name and Password fields, specify the user name and password if your server requires authentication. Note: If your server does not require authentication, you do not need to provide these values.
  5. In the Email Address field, specify the email address that you have created for your LiveCycle server. LiveCycle will use this address to send notifications to users.

 

Specify what types of email notifications you would like your users/groups to receive

In the Adminui, navigate to Services->LiveCycle Process Management ES2->Server Settings->Task Notifications. For example, for Task Assignment notifications do the following:

  1. In the Notification Type section, select Task Assignment.
  2. Select the Enable Task Assignment checkbox.
  3. A default email template is provided for Task Assignment notifications.  You can modify the template as necessary.
    NOTE: Since this template is set at the server level, it will be used as the default for all  notifications. You can override this template by creating a custom email template on a user service.
  4. Set the <PORT> tag to the correct port for your server.
  5. The variables in the Variable Picker section are values that are replaced at runtime when an email received by a user. Some variables are already included in the default template.
  6. The Url Generation picker contains a properly constructed URL that is used to open a Workspace task. In the case of the Task Assignment and Reminder, this is already included in the default template. For the Group notifications, the Claim URL is provided.
  7. If you select the Include Form Data checkbox, the form (xdp or pdf) and data will be attached as a pdf to the notification email.
  8. Save your changes.
  9. To enable other notifications follow the same steps.

Continuing Workspace Processes via Email 

LiveCycle Process Management ES2 provides the ability to continue a workspace process outside of workspace, via email. It does this by allowing a user to submit a form that arrived as an attachment to a task notification email.
If you want to use this feature, you must create your form with the Process Fields. These fields can be manually added to the form or will be automatically added if you choose the “Through Email” checkbox of the new form wizard.
If you would like your workspace users to continue a process via email, you need to do the following:

  • Configure the SMTP settings for the LiveCycle server. (See Sending Email Notifications to Workspace Users)
  • Specify what types of email notifications you would like your users/groups to receive (See Sending Email Notifications to Workspace Users)
  • Add an email endpoint to the Complete Task service

Add an email endpoint to the Complete Task service

  1. In the Adminui, navigate to Services->Applications and Services->Service Management.
  2. In the Category dropdown, select Process Management Email (system) and select the Filter button.
  3. Select the Complete Task link.
  4. On the Endpoints tab, make sure Email is selected in the dropdown and click Add.
  5. Provide your email server information in the following fields: Inbox Host, Inbox User, Inbox Password (Inbox is your POP3 information), SMTP Host, SMTP User, SMTP Password.
  6. Provide a value in the Send From field. This can be the same value that you provided in the Email Address field  of the Server Settings page.
  7. In the Operation Name field, select invoke from the dropdown.
  8. In the field beside attachmentMap, add *.*
  9. In the field beside mailBody, add %BODY%
  10. In the field beside mailFrom, add %SENDER%
  11. In the results field add the word results

When a workspace user receives an email notification with a form attached, they add their data to the form and select the Submit button.
In the case of an XDP submit button on the form, the data is attached to the email that is created.  In the case of a PDF submit button on the form, the form and data are attached to the email. The server’s email address is prepopulated.
When the user chooses “Send” in their email client, the LiveCycle server processes the submission and continues the process.

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25 Responses to Configuring Email for Process Management in LiveCycle ES2

  1. Joanna says:

    Hello, I got the complete task via email working to the point that workspace user receives email with form data attachment.. but it only allows to simply approve or reject the task (based on how I define the actions in the process )…

    What if user needs to put some comments or change the form data? By just clicking on the @@action link in the email does not carry any comments or formdata..

    not sure if I am asking the correct question..

    Thanks

    • Diana Densmore says:

      Hi Joanna
      Based on the fact that you are using the @@action, it sounds like you are using the Reply-to-Complete feature. ( I hope to write about this in a future blog post.)

      Reply-to-Complete is designed to have a user quickly respond to a task via email by sending back the action name only. It moves the process forward based on the action, typically an Accept/Reject type action. It is not really designed to send back data other than the action from the step.

      It sounds like you want to send the form data back into the server to comtinue the process.

      In order to do this, the user opens the pdf that is attached to the task notification. They fill out the form and press the Submit button. An email message is then created and an xdp file will be added as an attachment.

      This xdp file contains the data from the form that the user just filled out.
      The To field will be prepopulated with the LC server mailbox.
      When the user presses send to send the email, it is sent to LC server and the process moves to the next step with the data that was submitted.

      Diana

  2. Joanna says:

    Thanks, Diana. if I do not use @@Action, I have to make an actions dropdown box in the pdf so user can actually select what his decision is, right?

    • Diana Densmore says:

      Hi Joanna
      The action dropdown is already included in the Process Fields. These fields can be manually added to the form (Custom Object Library tab in Designer) or will be automatically added if you choose the “Through Email” checkbox of the New Form wizard.

      When the user receives the form as an attachment, the Action dropdown will contain any actions you added in the User Actions tab of the User Service in Workbench.

      The user fills in the form, selects the action they want from the dropdown and clicks the submit button. The data, including the chosen action is sent back to the LiveCycle server.

  3. Joanna says:

    I just went through the “New Form” wizard and created a xdp form. but when I open the pdf, change some form data, then click the submit button.. It pop up screen saying: “This form does not comtain the email address for Liveycle server” and “This form does not contain a taskID or a business process name”….

    Any idea??

    Thanks a lot

    • Diana Densmore says:

      You say you ” open the pdf, change some form data, then click the submit button..”
      Where are you opening up the form? Sounds like you are not working with an email attachment but with a PDF you just opened on the file system?

      This will only work at runtime.
      You have to have configured all your email settings on the server.
      You have to have received a form as an attachment to a Task Notification email such a a Task Assignment or Reminder.

      Only then will the form contain the Process Fields data…the TaskID, business process name, the LC Server email address etc.

  4. Joanna says:

    Hi, Diana,
    Yes, that is what I did. The PDF is attached in the task assignment email notification.
    and I opened the PDF attached. Where do I go to confirm the email setting on the server? We send email notficaiton out within process all the time… I assume the email setting is there, but just to want to double check…

    Thanks

  5. Joanna says:

    Hi, Diana,
    I got it working now…because we invoke the process from other system using EJB call. so the xml does not contains “” node. So the attached PDF form somehow could not get complete information for those process fields.

    Once I changed that, it is all working now..
    Thanks,
    Joanna

  6. Joanna says:

    Opps, comment does not show what the node was missing, it was “data” node

  7. Harshith Aravind says:

    Hi Diana,

    I am very new to adobe livecycle and please forgive if the below question is very basic regarding the email end point.

    I have configured the settings as mentioned above. I used the sampleorganization.com domain that comes along with the james mail server and the sample utlities for user accounts. I was able to receive the notification mail successfully. But when i try to submit offline an error mail is send with the following information

    LiveCycle ES has tried to process your request and encountered the following error:

    com.adobe.idp.dsc.provider.service.email.impl.EmailProviderException: Error getting user context

    This response to your original email
    Subject:Errors from LiveCycle ES
    Date Sent:Sunday, October 17, 2010 7:04 PM
    Body:LiveCycle ES has tried to process your request and encountered the following error:

    com.adobe.idp.dsc.provider.service.email.impl.EmailProviderException: Error getting user context

    Below are the details i have set in the Complete Task Endpoint,

    Name:Complete Task
    Description:
    Cron Expession:
    Repeat Count:-1
    Repeat Interval:10
    Delay when job starts:0
    Batch Size:2
    *User Name:SuperAdmin
    *Domain Name:DefultDom
    Domain Pattern:*
    File Pattern:*
    Successful Job’s Recipients:sender
    Failed Job’s Recipients:sender
    Inbox Host:pop3.sampleorganization.com
    Inbox Port:110
    Inbox Protocol:pop3
    Inbox Time out:60
    Inbox User:srose
    Inbox Password:password
    not selected : POP3/IMAP SSL Enabled
    SMTP Host:smtp.sampleorganization.com
    SMTP Port:25
    SMTP User:srose
    SMTP Password:password
    Send From:srose@sampleorganization.com
    Character Set Encoding:UTF-8
    NOT SELECTED SMTP SSL Enabled
    Failed Email Sent Folder:
    SELECTED : asynchronous
    nOT SELECTED : Include the original email body as an attachment
    NOT SELECTED : Use the original subject line for result emails
    Success Email Subject:Results from LiveCycle ES
    Success Email Body:LiveCycle ES has processed your request and attached the results (if there were any) in this email.
    Error Email Subject Prefix:ERROR:
    Error Email Subject:Errors from LiveCycle ES
    Error Email Body:LiveCycle ES has tried to process your request and encountered the following error
    Email Summary Info:This response to your original email
    *Operation Name:INVOKE
    attachmentMap:*.*
    mailBody:%BODY%
    mailFrom:%SENDER%
    results:results

    Please enlighten why this error is occurring.

    Thanks and Reagards
    Harshith Aravind

    • Diana Densmore says:

      Hi Harshith
      Your email endpoint settings look fine. You would not have been able to create the endpoint if the email server settings were wrong.

      A few questions…
      1) Are you trying to send back a form that was received as an attachment to an email notification? In other words you are continuing the Workspace process?
      2) What user received the notification and attachment?
      3) I assume you were sending the form data back in to the server as that same user that opened the attachment?

      If you could provide more detail on what steps you followed when you were trying to email in to the server, that would be great.

      Diana

  8. Harshith Aravind says:

    Hi Diana,

    Thanks for your reply.

    The process i am trying to do is,

    A user fills in a form from the workspace. This form goes for the approval. The approver receives an email along with the attachment. Till this it works fine. When the approver downloads the PDF from the email and clicks on the submit button(does not edit the form details) an error email is keep on sending with the subject “Errors from LiveCycle ES”. I am trying to continue the process after the form is submitted by the approver. The approver and the user who submits the form are different.

    Thanks and Regards
    Harshith Aravind

    • Diana Densmore says:

      Hi Harshith
      have you had any further luck in getting this to work?
      It seems like a simple use case. I’m not sure why it’s not working.

      I had a look to see if there were any previous bugs logged with this error message and I couldn’t find anything.
      Based on the error message, I would say that it doesn’t know who the user is that is sending this email into the LiveCycle server and therefore will not process the message.

      You say “the user downloads the PDF from the email”. I assume you mean he just opens the attachment from the email?

      When you press the Submit button, a new email message should open and an xdp (formName_data.xdp) should be attached to the email.
      You then send in this email. I assume this is what is happening?
      If you open the formName_data.xdp that is attched to the email before you submit it, is there a value in the AWS_ASSIGNED_ID field?

  9. Audrey says:

    Hello,

    I wanted to make a simple test on that. But I always get the same error and can’t figure out a way to have my Reply-to-Complete working.

    To describe the error:
    1/ I receive a task notification from my test process with the action “Complete” in the body as a link. I click on the link, it opens a new email with the following content :
    Complete
    DO-NOT-DELETE: MTA2ITEwNiExMDY=!

    (i don’t know why the mention DO-NOT-DELETE: MTA2ITEwNiExMDY=! was generated on the task notification).

    2/ I send the email. The email is received by the inbox and then, is automatically removed.

    3/ Finally, I receive the following email error:
    Errors from LiveCycle ES
    LiveCycle ES has tried to process your request and encountered the following error:

    com.adobe.idp.dsc.DSCRuntimeException: aMailBody can not be null.

    This response to your original email
    Subject:RE:Test Validation
    Date Sent:Friday, November 12, 2010 10:41 AM
    Body:
    Attachments:

    It seems that livecycle did not manage to retreive the content from the email I sent.

    My Complete task endpoint is configured exactly as Harshith’s.
    In my process, the assign task is affected a pdf form with no data but only a submit button. I cleared the checkbox “Form must be displayed when completed” as specified in livecycle documentation (unless it is called “User Must Open The Form To Complete The Task” in the documentation).

    Can this problem be related to the fact that adobe-contentservices.ear deployment failed on livecycle installation.

    Otherwise, what did I miss ?

    Audrey

    • Diana Densmore says:

      Hi Audrey
      A little background first…
      There are actually two ways to continue a Workspace process via email:
      1) From a form that was received as an attachment to a task notification email
      2) From an email that has actions in the body of the mail message…the user selects the action link they want (also known as Reply-To-Complete)

      It sounds like you configured option #2.

      In answer to your questions…
      1) The “DO-NOT-DELETE: MTA2ITEwNiExMDY=!” tag appears in your mail message body because on your email template (either in the adminui or in a custom email
      template on the User Service) you used the @@actions@@ tag.
      If you hadn’t placed this on your email template, you would get a regular task notification message with no action links and no DO-NOT-DELETE: MTA2ITEwNiExMDY=! tag.

      2) Yes the email will be automatically removed from the LiveCycle Inbox because it is being processed.
      Are you using the same email account for both the LiveCycle Inbox and the user that received the task notification? They should be different.

      3) I’m not sure why you are getting this error. Are you modifying the email in any way before you send it in?
      The DO-NOT-DELETE: MTA2ITEwNiExMDY=! tag must not be modified in any way.

      4) Content Services will not have any impact on the Email Service.

      Diana

  10. Audrey says:

    Hi Diana,

    Thank you for your answer.

    Then, I think everything goes fine until I send the mail. It is not modified in any way and it contains the action”Complete” and the The DO-NOT-DELETE:… tag when I send it.

    I’m using Lotus Notes but I don’t think this is an issue because I tested the complete task by email by opening the pdf in attachment and clicking on submit and this works fine.

    Audrey

  11. Audrey says:

    Hi Diana,

    Apparently, the problem comes from my own lotus notes. I made a test by sending the notification to another user and it works perfectly.

    Thanks for your help.

    Audrey

  12. Jim says:

    Hi, I have read through your blog, I am interested in the section about:
    ——
    Continuing Workspace Processes via Email

    LiveCycle Process Management ES2 provides the ability to continue a workspace process outside of workspace, via email. It does this by allowing a user to submit a form that arrived as an attachment to a task notification email.
    ——

    in addition to “submit a form that arrived as an attachment to a task notification email”, I would like to find out how do you “Initiate” a process by submitting a form (a stand-alone PDF file) outside of the WorkSpace environment?

    I know how to do this (email-Initiate) in older versions of LiveCycle, but not sure how to do it in the ES2 or ES2.5 Would you please shed lights on this?

    thanks
    Jim

  13. renil says:

    Hi Diana

    I have downloaded the james mail server and istalled it .By refering the blog which you have mentioned previously i tried to add addusers using the telnet command.I used the command “telnet localhost 4555″ and added users to it.By using the thunderbird mail client i created two users with the mail address livecylce@localhost and rgreen@localhost.I am able to send mail from one user to another and viceversa.But my problem is that when i am mentioning the outgoing email settings in the server settings page i am unable to save the settings.Because in the email address field i mentioned the address as livecycle@localhost which showing error as “email address is not in the correct format”.I want the email server as sampleorganization.com ,when i use the command “telnet sampleorganization.com 4555″ in the command prompt it displaying the error as “could not open the connection to the host”.Can u tell me the solution for this ?

    • Diana Densmore says:

      This has already been answered in the forums but I will post the response here as well.

      Go into your C:\WINDOWS\system32\drivers\etc\hosts file.
      Add a host name for your machine:
      For example: 127.0.0.1 sampleorganization.com
      You will now be able to telnet to your James mail server using: “telnet sampleorganization.com 4555″.
      When you add the email address to the server settings page of the adminui you will put rgreen@sampleorganization.com.

  14. Shelley says:

    How do I add an additional email address to the URL for a submit button? Or cc another email address?

  15. prashast saxena says:

    Hi Diana,

    I selected check box “must open the form to complete task” at Assign task operation being used for approver having 2 actions “Approve” and “Reject”. And in Task Notification i select check box “Include Form Data”, but when i submitted form via workspace neither form xdp/pdf was included in email attachment to Approver. And when approver clicked on Approve action in email then email went , but i get error stating that

    LiveCycle has tried to process your request and encountered the following error:

    com.adobe.idp.dsc.DSCRuntimeException: aMailBody cannot be null.

    This response to your original email

    Is there anything i m doing incorrect

  16. prashast saxena says:

    Also I would like to know the difference b/w 2 operations of Task Notification service named as “processEmailComplete” and “processEmailMapSubmission”
    processEmailComplete infers that its takes From email address and body. And then from body it see message digest to extract taskid and some other process data for use in completing task.

    But what’s the use of processEmailMapSubmission?? is it used to complete the form via email having attachment?

  17. prashast saxena says:

    Again I have one more doubt it’s mentioned in http://forums.adobe.com/message/4906071