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Oracle® Fusion Middleware Configuration Guide for Oracle Enterprise Repository
11g Release 1 (

Part Number E16580-07
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8 Configuring Email Notifications and Distribution Lists

This section contains the following topics:

8.1 Using Email Notifications/ Email Distribution Lists

Users can create e-mail distribution lists so that the list members are automatically copied on certain e-mail notifications that are generated as part of the asset registration process. Distribution lists can help automate the asset registration workflow because members of the distribution list are notified about asset registration events that the list owner is involved in as an asset reviewer or approver. For example, if a list owner is expecting to be absent, they can "delegate" asset review and approval responsibility by adding other authorized users to their e-mail distribution list.

Distribution lists are created on a user's MyStuff -> Configuration Options -> Manage Email Notifications page. Existing Oracle Enterprise Repository users can be selected for a distribution list, as well as external e-mail addresses, but only if that option is permitted by the Oracle Enterprise Repository administrator.

This section contains the following topics:

8.1.1 Email Notifications from Oracle Enterprise Repository

You can configure email notifications in the Email Templates section of the Admin tab. Each Email Template has a list of valid substitutions, which are available for use, in that given template. The examples of substitutions are <>, which populates the template with the name of an asset. The list of valid substitutions varies for each of the 30 templates available in Oracle Enterprise Repository. To view the email notifications in Oracle Enterprise Repository, perform the following steps:

  1. Log in to Oracle Enterprise Repository using your login credentials. The Oracle Enterprise Repository home page is displayed.

  2. Click Admin. The Admin page is displayed.

  3. Click Email Templates. The list of Email Templates along with its status and description is displayed, as shown in Figure 8-1.

    Figure 8-1 List of Email Templates

    Description of Figure 8-1 follows
    Description of "Figure 8-1 List of Email Templates"

  4. Click any template to display the details of that Email Template in the pane below. For example, click Asset Used. Figure 8-2 describes the "Asset Used" email template, which is sent to notify the contact specified in the asset Notification Email field that the asset has been used.

    Figure 8-2 Email Template - Asset Used

    Description of Figure 8-2 follows
    Description of "Figure 8-2 Email Template - Asset Used"

  5. Click Save.

  6. Similarly, you can view the details of the other Email Templates.

8.1.2 When List Members Are Copied on E-mails

The members of a user's distribution list is copied on an e-mail in the following circumstances:

On the following notification e-mails:

  • Asset Accepted

  • Asset Assign

  • Asset Registered

  • Asset Submission/Rejection

  • Asset Unaccepted

  • Asset Unassigned

  • Asset Unregistered

  • Asset Unsubmitted

To receive e-mail notification when a new version of an asset is created, you need to enter the system setting with the e-mail address. To update the system setting with e-mail address, navigate to the Admin page, System Settings. Enable the system setting, if you already have not, by entering in the Enable New System Setting field, and then click Enable. If the setting already exists, then enter in the Search field. In the Notifications section, enter the email address in the System Registrar Email field, as shown in Figure 8-3. Click Save to save the settings.

Figure 8-3 Functional Settings

Description of Figure 8-3 follows
Description of "Figure 8-3 Functional Settings"

8.2 Managing E-mail Distribution Lists

These procedures are performed in the Email Notifications section on the My Stuff page, as shown in Figure 8-4.

Figure 8-4 Email Notifications

Description of Figure 8-4 follows
Description of "Figure 8-4 Email Notifications"

Creating a Distribution List

Perform the following steps to create an e-mail distribution list.

  1. Click Create List to open the Update Distribution List dialog, as shown in Figure 8-5.

    Figure 8-5 Update Distribution List

    Description of Figure 8-5 follows
    Description of "Figure 8-5 Update Distribution List"

  2. Click Create List to open the Update Distribution List dialog.

    1. Enter appropriate text in the Name text box.

    2. Use the Department list to narrow the search.

    3. Click Search.

    Search results appear in the list in the Search Results column.

  3. Add users to the distribution list by using the >> and << icons to move users from the Search Results column to the Selected Users column. To add or remove all users from either column, use the All >> and All << buttons.


    Distribution list can contain a maximum of 20 members.
  4. To add external users to the list, type the e-mail addresses in the Additional Email Addresses box, using commas as delimiters.

    For example:,,

  5. Click OK to save the distribution list.

    Figure 8-6 Email Notifications

    Description of Figure 8-6 follows
    Description of "Figure 8-6 Email Notifications "

8.3 Updating a Distribution List

Follow these steps to update an e-mail distribution list.

  1. Click Update List to open the Update Distribution List dialog.

  2. Add new members or remove members following the instructions in Creating a Distribution List.

  3. Click OK to save the distribution list.

8.4 Email Templates

Certain specific events within Oracle Enterprise Repository trigger automated email responses. For instance, when a new asset is submitted, an email notification is sent to the registrar. The various templates are described below.

8.4.1 Editing Email Templates

The procedure begins on the Oracle Enterprise Repository Admin screen.

  1. Click Email Templates in the Admin sidebar. The list of email templates appears in the upper frame of the main pane.

    Figure 8-7 List of Email Templates

    Description of Figure 8-7 follows
    Description of "Figure 8-7 List of Email Templates"

  2. Select the email template to be edited from the list. The Email Template edit screen opens in the bottom frame.

    Figure 8-8 Email Template: All Asset Tabs Approved

    Description of Figure 8-8 follows
    Description of "Figure 8-8 Email Template: All Asset Tabs Approved"

  3. Use the Status list to activate/deactivate the email message.

  4. Edit the template information as necessary.

Notes on editing

  • The Status field can be set to Active or Inactive. When inactive, no email notification is sent for the specified event. Active is the default status.

  • Substitutions are dynamic variables that can be placed within the subject, message, and Mail From email address. When the notification is sent, these variables is replaced with the appropriate values. The following example demonstrates the syntax for entering a substitution for the name of the asset:

    You have submitted the asset called <>

    A list of acceptable substitutions is displayed with each email notification on the Email Templates screen.