Configuring Recipients - Workflow - English - Foundation 22.1 - OnBase - Premier - external - Standard - Premier - Standard

Workflow

Platform
OnBase
Product
Workflow
Release
Foundation 22.1
License
Premier
Standard

Recipients are the users who will be receiving the notifications, either through internal email or to an external email address. Notification recipients are configured in the Recipients tab of the Properties pane.

To configure recipients:

  1. Different types of recipients can be configured for a notification from the Type drop-down list and then populating the Mail Recipient field appropriately:
    • Address: Allows you to specify an external email address to be used for the notification. Enter the email address in the Mail Recipient field.

      Note:

      Recipients that are configured as email addresses must be unique.

      Note:

      Spaces are removed from email addresses.

    • Keyword Type: Takes the value of that Keyword Type on the current item, and uses that as the address to send the notification. The Keyword Value could be a user name or an external mail address, if your system has external mail enabled. The Keyword Value must contain a valid email address to send the notification via external mail. The Keyword Value can contain multiple addresses, separated by a comma or a semicolon. Select the Keyword Type in the Mail Recipient drop-down list.

    • Load Balancing Members: When selected, the Mail Recipient field displays a drop-down list containing all of the load balancing queues in the system. Adding a queue assigns the load balancing user group(s) to the recipient list. For external notifications, if the user that is assigned to the document (or to all members of the user group that item is assigned to) in the Client has an e-mail address configured (select Users | User Names/Passwords and click Settings in the Configuration module), an email will be sent to the specified address.

      Note:

      Queues configured as Match Keyword to User Name queues are not in the list of available queues in the drop-down list.

    • Owner: When selected, the Mail Recipient drop-down list is populated with queues that are configured for ownership. When this option is selected, a notification will be sent to the owner of the current item.

    • Property (Session): Takes the value of a property specified on the current item and uses that as the address to send the notification. This is a session based property. Enter a property name in the Mail Recipient field.

      Note:

      If the value of the property matches the user name of a user in OnBase, the email address of the user will be used as the recipient of the notification. If the user does not have an email address assigned, the notification will not be sent to that recipient.

      Note:

      The Property recipient option is not supported for the Classic OnBase Client Workflow Interface.

    • Role: When selected, a drop-down list containing configured roles in the system is displayed for configuration. Select a role from the Mail Recipient drop-down list.

      Note:

      The Role recipient option is not supported for the Classic OnBase Client User Interface.

    • User: When selected, sends the notification to specific users. Select a user from the Mail Recipient drop-down list.

      Note:

      If a user is deleted in OnBase, the notification will not be sent to that user. Deactivated users are not available for selection.

    • User Group: When selected, everyone who is a member of the user group receives the notification. Select a user group from the Mail Recipient drop-down list.

    CAUTION:

    In the Mail Recipient field, extra characters, such as '[', ']', '<', '>', will cause notifications to not be sent properly. Using prefixes such as "mail:" and "fax:" before email addresses will cause notifications to not be sent properly.

  2. Choose whether the notification will be sent internally or externally:
    • To send the notification internally, you must select the Internal mail option before clicking Add. Only plain text notifications can be sent internally.

      Note:

      When sending internal notifications, if no keyword on the notification is a valid OnBase user name, the notification will not be sent. This will happen even if a valid email address is present.

      Note:

      Only plain text notifications can be sent internally.

      Note:

      Internal notifications are restricted to 250 characters in length.

    • To send the notification externally, select the External mail option before clicking Add.

      Note:

      The size of formatted notifications is limited only by the mail server. Very large notifications may affect performance.

      Note:

      Formatted notifications can only be sent externally.

    • When sending an external notification, an email address must be present for the notification to be sent. OnBase will not attempt to match email accounts with internal user names. However, OnBase will attempt to match internal user names with email accounts.

    • To send the notification both internally and externally, select Both.

    Note:

    Only plain text notifications can be sent both internally and externally.

    • If you have selected Both or External mail, you can select the External Type of message to send, either To, Cc, or Bcc.

  3. Once a type has been configured, click Add.
    Note:

    The Add button is disabled if a valid type has not been selected and valid information has not been entered or selected.

  4. Multiple types of recipients can be combined, allowing the notification to be sent to everyone in a user group, a user who is not in that group, a user name or address specified in a Keyword Value or any combination of these by repeating steps 1 through 3 for each type required. If a recipient is a member of multiple groups on the recipient list, only one message is sent.
    Note:

    If an invalid email address/distribution list is included for an external notification, the invalid addresses are ignored and the email is sent to any valid addresses/distribution lists.

    You can remove one or more configured recipients by selecting one or more recipients in the list, and clicking Remove. You can select multiple recipients by pressing the CTRL key on the keyboard while clicking on a recipient, or you can press CTRL + A to select all of the recipients in the list after selecting one recipient in the list.

    To configure recipients:

  5. Select a user from the Mail Recipient drop-down select list.
    Note:

    If a user is deleted in OnBase, the notification will not be sent to that user. Deactivated users are not available for selection.

    CAUTION:

    In the Mail Recipient field, extra characters, such as '[', ']', '<', '>', will cause notifications to not be sent properly. Using prefixes such as "mail:" and "fax:" before email addresses will cause notifications to not be sent properly.

    Note:

    The size of formatted notifications is limited only by the mail server. Very large notifications may affect performance.

  6. Click Add.