Configure Email Settings

This topic describes how to configure the email settings to monitor and send email notifications. SMTP (Simple Mail Transfer Protocol) is the technology used to send emails.

To configure email settings

  1. In Easy Workflow Cockpit, select Emails > Email Settings. The Email Settings window is displayed.
  2. In the SMTP server section, enter the following details:
    • Account type: Indicates the account type of the email server. For Office 365 or Microsoft Exchange, select More Settings, and perform the following tasks in the More Settings window that is displayed.
      1. Select one of the following authentication options:
        • Standard method
        • OAuth method
      2. If you select Standard method, perform the following tasks:
        1. In Setting mode, select Auto or Manual depending on whether you have information about the server URL.
        2. Optionally, in Exchange version, select the version of your Exchange Server.
        3. In User name, enter the user name associated with the email address from which the Easy Workflow work item notifications must be sent.
        4. In Domain, enter the domain name associated with the email address.
        5. Only for Manual setting mode, in Server URL, enter the Exchange Server URL from where Easy Workflow autodiscovers the email ID.
        6. Clear Use email address for Exchange connection if you face the “401 Authorization” error.
      3. If you select OAuth method, perform the following tasks:
        1. In User name, enter the user name associated with the email address from which the Easy Workflow work item notifications must be sent.
        2. Enter the details in the Client ID and Tenant ID boxes. For information about how to use OAuth authentication in Exchange Server, see Microsoft documentation.
        3. If your organization wants to enable multi-factor authentication (MFA) method, perform these steps:
          1. To use MFA, configure the application’s active directory by performing the steps mentioned in Appendix: Register an application in Azure Active directory. Select the Multi-Factor Authentication (MFA) checkbox.
          2. In the Using field that follows, select either Certificate or Client Secret.
          3. Enter the Certificate name or the Client Secret value depending on your selection.
      4. Select OK. The details are saved and the More Settings window is closed.

      Note: If Office 365 or Microsoft Exchange do not serve your purpose, use the Custom option in Account type and provide the required information. If you select Demo option, then SMTP server timeout (seconds), Retry count to send email, and Test email recipient are the only options available.

    • Email address: Indicates the email address from which the Easy Workflow work item notifications must be sent.
    • Password: Indicates the password of the email account.
    • Mail server: Indicates the IP address or the name of the computer where the email server is hosted.
    • Port number: Indicates the port number of the email server.
    • Encryption protocol: Indicates the encryption protocol that can be used for Custom account. Check with your email service provider for this information.
    • Have Reply Send To: Indicates the email address to which the replies must be sent.
    • Server timeout (seconds): Indicates the duration after which the trial session of trying to connect to the server times out.
    • Retry count to send email: Indicates the number of times to retry sending an unsuccessful email notification before moving it to Failed Items. For example, when the value of Retry count to send email is 5, the email notification will not be sent after five attempts and the email is moved to Failed Items. The wait between retries is fixed to 30 seconds.
    • Test email recipient: Indicates the email address that receives the test email notifications.
    Screenshot Email Settings window
  3. Select Send test email. Two test email notifications, one from Easy Workflow Cockpit and another from Easy Workflow Service, are sent to the Test email recipient and the Exchange Server Details section in the More Settings window is updated with the information you entered.
  4. In the Email service recovery section, select the following options to determine what must be done when the email service that had stopped responding, recovers and starts working normally again:
    • If the failed items must be reprocessed automatically after the specified time period
    • If the emails must be sent for the past specific number of days
    • If pending emails for completed steps must be sent
  5. In the Autorun notification emails section, select the user who must receive the notification email when an error occurs with the following:
    • SDK initialization
    • License initialization
    • Autorun task

      Note: To send an email notification to the user selected from the Autorun error drop-down list box when an autorun task exceeds the estimated time period, select Notify when autorun task exceeds estimated time period.

  6. In the Email Runner settings section, select Allow approval or rejection from email to allow users to approve or reject work items from emails if Email Runner is also configured, and enter the following information.
    • Easy Workflow system identifier: Indicates the pairing ID that must be used to pair Easy Workflow Cockpit with Email Runner. You can generate a pairing ID by clicking Generate new ID or you can enter an ID.
    • Have reply send to: Indicates the email address to which the queries about the work item notification can be sent.
    • Save attachment when a step is approved or rejected: Indicates that the Easy Workflow users can attach documents when accepting or rejecting a step from email.

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