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The Inbound Emails and the Temporary Task Users allow designers to open up their workflows to external contractors while increasing the number of possible new use cases.
The Temporary Task Users 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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Email Start Event:
A transition needs to be drawn from the additional start event to an activity or gateway.
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The process model must still contain the normal start event for the manual start of the workflow. |
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 are required.
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For the TIM BPM Suite to receive inbound emails an IMAP Host needs to be configured. This is done outside the TIM BPMN BPM Suite environment (e.g. Microsoft, Google, etc.).
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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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| Mailbox configuration | These are the required fields to create a connection between the IMAP mail server and the TIM BPM Suite:
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| Authentication | There are 2 authentication Methods available:
Depending on the selection new required fields need to be filled. Optionally No Authentication can be selected. |
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Reference | Attribute | Description | ||||||||
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| Mailbox Connector | Here the Mailbox Connector that is linked to the workflow must be selected. This step is mandatory and cannot be skipped for the feature to work!
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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.
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Once the IMAP host setup is complete and the mailbox connector is in place, the feature will be ready for use. But there are some more optional configurations available, which we will take a look at in the next section. |
Who is allowed to start and/or complete a task?
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Only users with a group membership to one of the starter groups are allowed to start an instance of the workflow by inbound email.
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Additionally, as mentioned in the Workflow Design documentation a new expression The expression |
Configuration of process variables
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This option allows the designer to save the mail text to a specified process variable.
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Keep in mind that process variables are limited to |
To extract the required information from the mail text the ReturnRegexHandler can be used.
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The configuration of the email start and mail reply is identical. The configuration of the process variables on the mail reply the configuration is done by clicking the boundary event. |
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This can then be provided to the user sending the email to start an instance of the workflow via email template or in case of completing a task integrated into the task mail text of the given task.
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Here you can find what's new for administrators in regards to inbound emails.
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