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The Inbound Emails and the Temporary Task Users

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allow designers to open up their workflows to external contractors while increasing the number of possible new use cases.

The Temporary Task Users

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are an essential part of defining a workflow that is accessible for users outside of the TIM BPM Suite environment. Click here to learn more!

Start your workflow by sending an email!

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  1. image-20240507-122051.png Email Start Event:
    A transition needs to be drawn from the additional start event to an activity or gateway.

Info

The process model must still contain the normal start event for the manual start of the workflow.

  1. image-20240507-121107.png Task Boundary Event:
    A transition needs to be drawn from the boundary event to the target activity or gateway.
    Additionally, it is required to draw another transition from the activity where the boundary event is attached to another or the same target activity or gateway. See example below:

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As seen in the thumbnails above 2 variants of the start and boundary events are supported (Signal and Message according to the BPMN Standard).

Configuration

To configure the Inbound Email feature, some initial configuration and a per workflow configuration is are required.

Set up IMAP Host

For the TIM BPM Suite to receive inbound emails an IMAP Host needs to be configured. This is done outside the TIM BPMN Suite environment (e.g. Microsoft, Google, etc.).

Note

POP3 is not supported.

Mailbox Connector

After completing the setup of the IMAP Host, you need to connect it to your TIM BPM environment. This is done via a new connector type the Mailbox Connector.

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Reference

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Mailbox configuration

These are the required fields to create a connection between the IMAP mail server and the TIM BPM Suite:

  1. Email address: Here the receiving email address needs to be specified

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This address is freely selectable.

  1. IMAP Host: Here the host URL of the IMAP mail server needs to be specified.

  2. IMAP Port: Here the corresponding port of the IMAP mail server needs to be specified.

Info

The typical IMAP port number is 143, for IMAP over SSL/TLS (IMAPS) the port number 993 is assigned.

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Authentication

There are 2 authentication Methods available:

  1. Basic Authentication

  2. OAuth (Open Authorization)

Depending on the selection new required fields need to be filled. Optionally No Authentication can be selected.

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Reference

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Mailbox Connector

Here the Mailbox Connector that is linked to the workflow must be selected.

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Only one Mailbox Connector can be linked to a workflow at a time.

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Other Configuration

These additional options allow the workflow designer to decide what should happen with the initialising email and its attachments.

  1. Add attachments of incoming mail to instance:
    Adds all attachments that were sent together with the initialising email to the started or running instance.

  2. Attach incoming mail to instance as note?:
    Adds the text of the initialising email in the form of a note to the started or running instance.

  3. Attach incoming mail to instance as EML?:
    Adds the initialising email in the form of an EML to the documents of the started or running instance.

Configuration of email start

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Configuration of task completion by mail reply

Administration

Click here

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to see what's new in the administration regarding the inbound emails.

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