Enabling external communication features in
allows external (non-SBM)
users to submit items via e-mail and to communicate with
users on items that they have submitted.
- Allows external (non-SBM)
users to submit new items into
users to associate external users with an item and easily correspond with those
- With the use of communication rules, you can have
automatically transition externally-submitted items to certain states.
To enable external communication features:
add a submit transition from the E-mail state as described in
Preparing Your System for E-mail Submission.
- Edit the state form for the initial state in that workflow, and click
Tool Bar tab in the property editor. Under
Optional Actions, select
Manage External Users if it is not selected
already. Select this option on any additional state forms that should expose
Manage External Users option for
- Grant the
External Communication privilege to the necessary roles. This
users to add and update non-SBM
users on items using the
Manage External Users option that appears in the
Actions drop-down list. This option only appears
when this privilege is granted.
Tip: This privilege only applies to users with Regular User
or Managed Administrator product-access. External Users and Occasional Users
cannot manage external users on an
- Save your changes, and deploy the process app.
ensure that a user with
Add Notes to Any Item and
Add Attachments to Any Item privileges is specified in the
Web services authentication user field on the
Mail Services |
Notification Server tab. This ensures that
replies from non-SBM
users are added to items.
Allow Anonymous Submit on the
General tab for the desired project. For
Enabling Anonymous Submit for a Project.
- Open the
E-mails page from the
portal and add a new mailbox or edit an existing mailbox. Select
Allow Anonymous E-mail Submit. Configure options
for allowing attachments, replies, and spam settings as described in
Enabling Anonymous E-mail Submit.
- When an
user sends an e-mail from an item, the
Send E-mail dialog box enables the
user to select an e-mail template in the
Template drop-down list. This option only
appears when a non-SBM
user is associated with the item.
To configure which templates are available in the drop-down list,
edit the project in
Settings tab, and then click the
E-mail Templates edit icon in the
E-mail Recorder section. A list of
.txt templates that are used for communicating
users appears. Select each template that should be available in the
Send E-mail |
Template drop-down list.
Note: Your selections will override the default browser e-mail template
(which is set in
and the default external communication template (which is set via the
Usage options drop-down list in the
Templates section of
for this project. If you find that changes to the default templates are not
appearing in messages sent from items, review these selections to see if you
have overridden the default templates for the project.
- On the
Communications tab for this project, optionally
configure one or more rules for executing transitions when an external user
replies to an e-mail. For details, refer to
Creating Communication Rules.
External Communication privilege to individual users and groups
If you defined communication rules, test them by sending an e-mail from
an external address to your
mailbox that is configured to allow anonymous e-mail submit. Once the item is
successfully created, send an e-mail from the
item to your external e-mail address, and then reply to that e-mail.
should process the reply and execute the transition as defined in the
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