Conditional email notifications

Is there a way to conditionally email or "check this box" to email given address or addresses? This feature would be great in my situation because I may be the creator of the form but others would benefit from specific submissions of collected data. I know I can make them co-authors and such, but they do not want to see every bit of data, just the stuff the pertains to them.

We currently don't support this. You can submit a feature request here so others can vote on it:
http://forums.adobe.com/community/formscentral?view=idea&ideaView=5515
We use this to help prioritize our work.
Randy

Similar Messages

SharePoint Foundation 2013 installed on Windows Server 2012 not sending out email notification

I have a server where i installed SP Foundation 2013 on top of Windows Server 2012. I have configured the SMTP as well as the outgoing SMTP in Central Administration
of SharePoint. When i create an alert on a document library, its did not sent any email notification on the changes made to the document in the document library. So, i created a workflow to send out email using SPD2013. The workflow run, but it cannot sent
out email with error saying that outgoing email is not configured correctly. I have checked with another server which i installed SP foundation 2013 on top of Windows Server 2008 R2 - its sending out email just fine using same configuration and outgoing SMTP.
I need help to resolve this issue or at least the cause of the problem.
Any help is greatly appreciated.

Try below:
http://social.technet.microsoft.com/wiki/contents/articles/13771.troubleshooting-steps-for-sharepoint-alert-email-does-not-go-out.aspx
Go to Central Admin ---->Operations----->outgoing email settings and verify that SMTP server is mentioned correctly
2) Test the connectivity with the SMTP server.
In order to do that follow these steps:
Open cmd
telnet <SMTP server name> 25 ( We connect smtp server to the port 25)
you should see a response like this 220 <servername> Microsoft ESMTP MAIL Service, Version: 6.0.3790.3959 ready at date and time
Beware that different servers will come up with different settings but you will get something
If you dont get anything then there could be 2 possible reasons, either port 25 is blocked or
the smtp server is not responding.
For testing response from your server
For testing response say ehlo to it.
Type :
ehlo <servername>
output:
250 <servername> Hello [IP Address]
Now a test mail can be sent from that SharePoint server.
Now we need to enter the From address of the mail.
Type :
mail from: [email protected]
output:
250 2.1.0 [email protected]….Sender OK
It's time to enter the recepient email address.
Type : rcpt to: [email protected]
output:
250 2.1.5 [email protected]
Now we are left with the data of the email. i.e. subject and body.
Type : data
output:
354 Start mail input; end with <CRLF>.<CRLF>
Type:
subject: this is a test mail
Hi
This is test mail body
I am testing SMTP server.
Hit Enter, then . and then Enter.
output:
250 2.6.0 <<servername>C8wSA00000006@<servername>> Queued mail for delivery
Type: quit
output:
221 2.0.0 <servername> Service closing transmission channe
3) Check alerts are enabled for your web application
verify if the windows timer service is running or not.
Run this stsadm command to check that
Stsadm.exe -o getproperty -url http://SharePoint-web-App-URL -pn alerts-enabled
This should return <Property Exist="Yes" Value="yes" />
If you don’t get this, Enable alerts by:
stsadm.exe -o setproperty -pn alerts-enabled -pv "true" -url http://SharePoint-web-App-URL
If its already enabled, try turn off and turn on it back.
4) Check the Timer job and Properties
Go to
MOSS 2007: Central Administration > Operations > Timer Job Definitions (under Global Configuration)
In SharePoint 2010: Central Administration > Monitoring > Review Job Definitions
Check whether the "Immediate Alerts" job is enabled for your web application. check these properties:
job-immediate-alerts
job-daily-alerts
job-weekly-alerts
stsadm.exe -o getproperty -url "http://Your-SharePoint-web-App-URL" -pn job-immediate-alerts
The expected output is:
<Property Exist="Yes" Value="every 5 minutes between 0 and 59"/>.
If you don’t get this, run the following command to set its value.
stsadm.exe -o setproperty -pn job-immediate-alerts -pv “every 5 minutes between 0 and 59" -url http://Your-SharePoint-web-App-URL
5) Check whether the account is subscribed for alerts and it has a valid email account. This should be the first thing to check if the problem persists for some users not for all.
6) Then check if at all those users have at least read permission for the list. Because the first mail should go out for every user without security validation but the next ones won't be delivered unless the user has at least read
permission.
7) If it is happening for one user, can also try to delete and re add the user in the site.
8) Most importantly , you should try this one.
Run this SQL query to the content db < Select * from Timerlock>
This will give you the name of the server which is locking the content database and since when.
In order to get rid of that lock
Go to that server which is locking the content db and then restart the windows timer service.
within some time it should release the lock from content db, if not then at the most stop the timer job for some time
Once the lock will be released then try to send some alerts
You will surely get the email alert.
I found this is the most probable reason for alert not working most of the time. We should start troubleshooting with above steps before coming to this step for any alert email issue but from step 1 to step 7 are best for new environments or new servers.
If the issue is like this ,alert was working before and suddenly stopped working without any environmental change then above conditions in step 1-7 should be ideally fine.
Even after this if it is not working, then you can try these few more steps too
9) Try re-registering the alert template:
stsadm -o updatealerttemplates -url http://Your-SharePoint-Web-App-URL -f "c:\Program Files\Common Files\Microsoft Shared\web server extensions\12\TEMPLATE\XML\alerttemplates.xml" -LCID 1033
10) Try to clear the configuration cache
If this helped you resolve your issue, please mark it Answered

Procedures and Email Notifications

boldEN*bold*
Hi everyone!!
In my BPM development, i'm trying to automatize the email notifications, based on due process periods. Also, I need to inform, based on the delay, some other participants that escalates the alarm message.
Is it possible to do it using an "E-Mail Notification" component that can be reused during all the process, even that the interval conditions and informed users varies upon each activity.
Is there another way to solve it?
Thanks
boldSP:*bold*
Saludos a todos!
En mi desarrollo BPM requiero automatizar el proceso de envio de email, al caducar ciertas actividades. Basado en ello, el tiempo de caducidad varia de acuerdo a cada actividad y al usuario, ya que varian tanto los intervalos de aviso, como los correos y su escalamiento en caso de demoras mayores a lo solicitado.
Pienso que es posible tomar un procedimiento especializado que permita ser reutilizado en este y otros proyectos, a pesar de que requiera parametrizar tanto los usuarios "base" y "escalados", como los intervalos de alarmas, durante el proceso.
¿ Existe otra forma de realizarlo?
Gracias,

I think I understand what you're after. I think you want to use the same escalation logic for all of your processes and instead of embedding this in every process you want something reusable. If this is not the case, read no further.
While you can do this, there are still going to be 5 things each process would still need to have inside of them:
<li> your process would need to set the "deadline" predefined variable to the intial timeout (2 hours in the future in your example)
<li> your process would need an Exeption Handler needs to be added with an Exception transition set to "Instance Expiration"
<li> your process would need an Integer instance variable "alertLevel" to keep track of the current level
<li> your process would need a String instance variable "currentlyAssignedTo" to keep track of who's supervisor you want to notify
<li> your process would need an Automatic activity with one line of logic inside it.
You could have the Exception transition leaving the Exception Handler activity go to a subprocess using a Subflow activity. This subprocess would send the emails, determine the new deadline interval, determine the new priority of the instance, look up the currently assigned user, manager and supervisor's email addresses and send the email(s). The subflow would have two input argument variables (alertLevelArg and currentlyAssignedToArg). In the Begin activity, these arguments would be mapped to corresponding instance variables. Inside this subprocess there would be an automatic with the logic to send the email to the user / manager / supervisor based on the alertLevel instance variable. This subprocess would pass back out through its output argument variables the new alertLevelArg, and new deadline (a time argument variable set to some time in the future based on the new alert's level).
Once the instance in the called subprocess completes, the output arguments need to be mapped to the original process's "alertLevel" and "deadline" variable. From the Subflow activity, you'd have an unconditional activity that flows into an Automatic activity via an unconditional transition. This automatic activity would have the single line of logic "action = BACK" so the instance is sent back from the Exception Hanldler's flow back to the activity inside the process it was in when the Instance Expiration exception occurred.
Avoid hard coding the values of "2" and "5" and "8" for the number of hours to have elapse inside your logic. Instead make them business parameters capable of being edited by an business owner.
Dan

How to cancel email notification from snapshot and simulation

Hi,
We've activated workflow template WS28700001 so that email notification can be triggered when task release. Meanwhile we are using snapshot and simulation at the same time. But when saving sanpshot or simulation the tasks which have status of released also trigger email nofitication. How to cancel this notification of snapshot and simulation?
Regards.

Hi Ravi
I have added a Container Element(version) in workflow template WS28700001 and set a workflow start condition as follows.
&Task.Version& = ' '
Regards
Yemi

How to send alert email notification through graphical mapping ?

Hi,
I want to send an email notification whenever there is an exception raised while doing graphical mapping.
However my requirements are as follows :
1. We want to use email adpater sending emails
2. We don't want to go for BPM approach, to achieve the above requirement
3. We don't want to connect to any alert framewok.
I appreciate your early reply.
Thanks
Ganesh

Hey
>>whenever there is an exception raised while doing graphical mapping.
as said earlier this is not possible without configuring alerts.
yeah,if u know the reasons beforehand that why exceptions can be be triggered in mapping,then u can use conditional receiver determination,for e.g suppose u know that you will get a mapping exception if value of tag <OrdersID>=000,then u can use this condition in conditional receiver determination and send a mail to concerned party,but this won't work if u don't know beforehand as to under what conditions the exception will be triggered in mapping.
i would vote for configuring alerts as its the most suited way to handle this
thanx
Aamir

Issue Tracker App Demo-Email Notification

In working through the app I've stumbled on page 74, the email notification trigger. After entering and pressing "finish", I receive:
The table operation was not successful for the following reason:
ERROR at line 26: PL/SQL: Statement ignored
The following is code entered for trigger (line 26 is indented):
if (inserting and
:new.assigned_to is not null)
or
(updating and
(:old.assigned_to is null or
:new.assigned_to != :old.assigned_to) and
:new.assigned_to is not null)
then
for c1 in
(select person_name, person_email
from ht_people
where person_id = :new.assigned_to)
loop
if c1.person_email is not null
then
for c2 in
(select project_name
from ht_projects
where projects_id = :new.related_project)
loop
htmldb_mail.send(
p_to => c1.person_email,
p_from => c1.person_email,
p_body =>
'You have been assigned a new issue. '||
'The details are below. '||chr(10)||
chr(10)||
' Project: '|| c2.project_name ||chr(10)||
' Summary: '||:new.issue_summary ||chr(10)||
' Status: '||:new.status ||chr(10)||
'Priority: '||nvl(:new.priority,'-'),
p_subj => 'New Issue Assignment');
end loop;
end if;
end loop;
end if;
I appreciate any assistance from the Forum.
Glenn Butler

Glenn,
Looks like a syntax error in a condition: a missing quote: :p5_assigned_project = '%||'null%')
should be
:p5_assigned_project = '%'||'null%')You'll have to poke around to find where that condition exists (on a region, an item, etc.). Or you could search for it in the export file.
Scott

Email notifications for multi level approvals in OIM 11g

Hi,
I am using OIM 11g.
And in my current environment, we have 4 levels of approvals and need to send a different type of email notification in every level to the corresponding approver.
Can you please let me know how to implement this in SOA composite. first two approvals are sequential and the remaining two approvals are parellel.
Thanks,
Swathi

You have to use combination of switch and if task. In if block you have provide the condition. This conditon will be predicted over some variable. This variable you will set in payload where approver will be decide.
You can have multiple mail notification or you can set the body content dynamically(set the variable data in payload where the approver is being manipulated) use this variable in body content.
Kuldeep

Email notification in Charm with several status changes

Hello,
according to OSS 1275036 I tried to implement email notification in my Charm-process using BADI AGS_SDK_SCHED_ST_CHD in my schedule condition. If a new partner is responible in Charm-process, this partner should be notified by email. The email should be send if user status is changing.
It still works for my change request (notification of change manager) and the first step of my change document (notification of developer). But for all following steps (e.g. notification of tester) no action for email-notification is found in my change document.
In my actions I only use schedule conditions (according to OSS) and no start condition. To use the BADI for several user status, I maintained my user status in field value instead of inital value.
Does anybody know, how to use this BADI for several status changes in my change document?
Thanks,
Laura

Hello together,
I solved my problem by using CRM Standardcustomizing. Forgot SAP note 1275036 and 865619. They are all bad and not sufficient for a complex Charm scenario.
I only used note 1275036 for the first mail in my change document (email to developer). For all following mail notifcations I'm using actions based on workflow conditions instead of BADI.
Just using normal CRM-Customizing and create one schedule and start condition for every used action.
E.g. send mail to tester:
schedule condition:
&Servicevorgang CRM.Anwenderstatus& [*] E0002+DHFHEAD
and &Servicevorgang CRM.ErrorFreeFlag& = X
start condition:
&Servicevorgang CRM.Anwenderstatus& [*] E0004+DHFHEAD
and &Servicevorgang CRM.ErrorFreeFlag& = X
This works perfect, because you won't get several mails for one status if you save your document more than one time, which is a problem with note 865619.
Regards,
Laura Mathes

Customizing / Creating Email Notifications

Ok, so I have asked this question already in an earlier post. About creating/formulating E-mail Notifications, based on Information gathered/input in a Customized User Form.
Here is a copy of my previous posting
=============================================================================================================================================
I am in the process of customizing User Forms, and I would like to implement a trigger (if that's the right name for it) in the XML script, which will execute a Rule (or some code) that will result in an email being sent.
For example, the following simple script (selection from a dropdown menu) :
*<Field name='orderlunch'>*
*<Display class='Select' action='true'>*
*<Property name='title' value='Order Lunch'/>*
*<Property name='allowedValues'>*
*<List>*
*<String>- Please Select -</String>*
*<String>Yes</String>*
*<String>No</String>*
*</List>*
*</Property>*
*</Display>*
*</Field>*
A small XML code, to indicate an order for lunch.
naturally, if the user selects "No", then nothing happens.
But, if he selects "Yes", then I would like to automatically send an Email Notification to the appropriate person, notifying him that lunch has been ordered. (of course, I would need to indicate such things as WHO ordered the lunch, WHEN, etc, etc. But, I will get into that later)
Does anyone know how this can be done?
*(a) Could I insert the trigger/condition/whatever right into the main XML script itself?*
Or
*(b) should I write a code which will call on/invoke a separate Rule, which will subsequently send the email?*
If (b) is the right answer, then how would I go about creating such a Rule, and linking it to the main XML script?
================================================================================================================================================================
Apparently, my question is too difficult, since there were only a couple of replies, and nobody seemed to have a solution to the problem.
So, I'll try to ask something much simpler : Is there ANY way to customize/create custom "E-mail Notifications" in IDM ?

>
You should have read my answer to your previous post. Several people answered you already.
*(a) Could I insert the trigger/condition/whatever right into the main XML script itself?*Yes. You need to call the rule. I'd do it on the validation stage but there's multiple ways of doing it and it really depends on your specific needs.
*(b) should I write a code which will call on/invoke a separate Rule, which will subsequently send the email?*
If (b) is the right answer, then how would I go about creating such a Rule, and linking it to the main XML script? See my previous post. It shows you how to call the rule. Defining a rule is relatively simple and is pretty well documented and there are existing examples in a default install of IDM that you can check-out and use as reference templates.
Apparently, my question is too difficult, since there were only a couple of replies, and nobody seemed to have a solution to the problem.The question isn't difficult. It's just very broad. Lets see what you're asking:
- rule definition
- rule execution
- an explanation of the various stages of form processing
- an explanation of the various stages of workflow processing
- how to call sub-tasks
- how to customize sub-tasks
- how to define email templates
There's a lot there. You need to take some of what has been told to you in the forum and use that to guide your search in the existing documentation.
>
So, I'll try to ask something much simpler : Is there ANY way to customize/create custom "E-mail Notifications" in IDM ?
The answer is yes, but you're on your own in determining how to do that. You've become quite the jerk in this forum. Read the docs, go on some training if you can afford it. What you need to know about how to implement rules, email templates and custom notifications is all there.

Is it possible to attach the Response file to the Email notification?

Is there any way to send the Response file, in xls format, as an attachment to the Email notification?

If the name of the alternative response page is static,
you can specify it by an alternative <navigation-case> element
in the same <navigation-rule> element.
If you want to dynamically decide the name, the following code may help you:
public String action() {
    if( /* some condition */) {
        String viewID = /* some dynamic name */;
        FacesContext context = FacesContext.getCurrentInstance();
        UIViewRoot view = context.getApplication().getViewHandler().createView(context, viewID);
        view.setViewId(viewID);
        context.setViewRoot(view);
        return null;
    } else { /* normal process */ }
}

Workflow did not trigger the email notification to approver inbox

Hi SAP Gurus,
SRM 5.0
Extended Classic Scenario
CCM 2.0
Query : Work Flow triggers the professional purchaser PP in approval previw of SC but there is no email sent to the PP inbox.
No email notification is sent to the Professional purchaser inbox.
Can any one advice on this to locate the error.
Regards,
Jayoti

Many thanks all Specially Sravanan & Laurent
The issue has been resolved now . The problem was RFC Configuration was not setup for workflow in SWU3.
Problem : Email was not triggering in professional purchaser and approver inbox even though we can see I the approval preview screen at the portal
Solution : The work item step was not generating for Agent determination.
In Automatic Workflow Customization ( SWU3 ), Configure RFC Destination under Maintain Runtime Environment was not enabled.
Basis Team ran Perform Automatic Workflow Customizing button situated adjacent to Execute button. And the status for Configure RFC Destination changed from Red cross to Green Tick.
In Automatic Workflow Customization ( SWU3 ) -> Maintain Runtime Environment -> Configure RFC Destination
There were some more options below were in Crossed red status :-
We selected the particular step below and Right Click -> Auto- Customizing
1)     Schedule Background Job for Missed Deadlines
2)     Schedule Background Job for Work Items with Errors
3)     Schedule Background Job for Condition Evaluation
4)     Schedule Background Job for Event Queue
5)     Schedule Background Job for Event Queue
Regards,
Jayoti

Email Notification for Sub-Folders on a Samsung Note 2 device

My company recently switched to an internal Exchange Server. I have a Samsung Note 2 phone. In my Outlook, I have many Sub-folders that I use along with rules so that as email comes in, it is automatically placed in the Sub-folder. When
this happens, there is no notification on the Note 2 device that an email has come in. Nor does it download until I manually drill down on the phone to that particular folder. The long and short of it is I am not getting notified of these emails.
Is there a setting either on the phone or in Exchange that needs to be adjusted?
Thank you.

Hi,
According to your description, you need a email notification for sub-folder.
And you can try the following workaround:
Add the condition “display a Desktop Alert” in the Outlook rule which you have apply to the sub-folder.
If you have any question, please feel free to let me know.
Thanks,
Angela
Angela Shi
TechNet Community Support

Email Notifications Using Macro's

Hi Experts
What is the prerequesite for Sending email notifications using Macros in the APO DP & SNP, as we have the Document Function(Macro Element) in the Macro Builder.
How to use Document Macro Element?
Sai

Hi Sai,
We have created same macro for client requirement. Just check the following logic Take appropriate logic & apply.
Logic:
IF key figure 1 > ( 5% of Key figure 2 + Key figure 2) then system show warring Massage,Alert & send to Users.
IF key figure 1 > ( 10% of Key figure 2 + Key figure 2) then system show Error Massage,Alert & send to Users.
Macro:
New macro
step1: calculation : ( 1 Iterations : W 25.2008; W 25.2008 )
Row: New macro aux. row1 ( Frm W 25.2008 ) =
( ( ( 5 / 100 ) *
Row: Additional Field 2 ( Frm W 25.2008 )
) +
Row: Additional Field 2 ( Frm W 25.2008 )
Row: New macro aux. row2 ( Frm W 25.2008 ) =
( ( ( 10 / 100 ) *
Row: Additional Field 2 ( Frm W 25.2008 )
) +
Row: Additional Field 2 ( Frm W 25.2008 )
step : send message : ( 1 Iterations : W 25.2008; W 25.2008 )
IF
New condition
Row: Additional Field 1 ( Frm W 25.2008 ) greater than Row: New macro aux. row1 ( Frm W 25.2008 )
IF
New condition
Row: Additional Field 1 ( Frm W 25.2008 ) less than Row: New macro aux. row2 ( Frm W 25.2008 )
Information ( warning )
MAIL WITH WARNING
ELSEIF
New condition
Row: Additional Field 1 ( Frm W 25.2008 )
greater than
Row: New macro aux. row2 ( Frm W 25.2008 )
Information ( error )
MAIL WITH ERROR
ENDIF
ENDIF
Hope this will help you...
Regards
Sujay

Send Email Notification only once

I've configured my User Form to send out Email Notifications, based on whether or not a particular attribute (usually a Checkbox) is "Yes" or "No".
When the checkbox is ticked, my Update-User Workflow sends out Email Notifications.
The obvious problem is : if another Administrator logs into IDM, views that same User Form, and then clicks SAVE, naturally, my Workflow sends out the Email notifications AGAIN.
Everytime the Form is processed, emails are sent (*because the checkbox is ticked*).
How can I solve this problem? How can I ensure that Email Notifications are sent only ONCE ?
Thanks.

I tried to do it like this :
*<Action id='1' name='email12' application='com.waveset.provision.WorkflowServices'>*
*<Condition>*
*<and>*
*<isTrue>*
*<ref>user.global.checkbox</ref>*
*</isTrue>*
*<isnull>*
*<ref>user.update.accounts[Lighthouse].changes[checkbox].old</ref>*
*</isnull>*
*</and>*
*</Condition>*
*<Argument name='op' value='notify'/>*
In other words : send the Email ONLY if the "Old" value of the checkbox is NULL. (if the checkbox was not previously ticked).
But, it didn't work. The email was sent again.
Perhaps, my syntax is wrong?

Doubts in Email notification

Hi,
I have configured a email notification for user status : in process. mail to be sent to msg processor
condition i hve given as
&CRM Service Process.User Status& = E0002SLFN0001 ie when the msg goes to in process mail shd be triggered to msg processor.
Problem:
Now when L1 takes ticket in process, mail is triggered to L1 msg processor, but I wanted mail to be triggered when L1 assigns msg to L2 keeping the status as in process.
any suggestion on what condition do i need to give, so that mail is sent to msg processor, each time processor is changed irrespective of the status of msg.
Regards,
Shyam.

You can do it.
- Determine what action profile your service desk message is using
- Determine the action that triggers your email
Then go to transaction SPPFCADM
For the application CRM_ORDER, go to the 'define action profile and actions'.
Find the action definition above, then the action (from above)
In the action merging, select the max . 1 unprocessed action for each definition.
Read more about it in my post here ;[http://www.renet-web.net/2009/07/23/automated-emails-in-sap-solution-manager-made-easy/|http://www.renet-web.net/2009/07/23/automated-emails-in-sap-solution-manager-made-easy/]
Rgds

Conditional email notifications

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