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

Part Number E16580-12
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8 Configuring E-Mail Notifications and Distribution Lists

This chapter describes how to configure e-mail notifications and templates and manage distribution lists.

This chapter includes the following sections:

8.1 Overview

Oracle Enterprise Repository supports automatic e-mail to a variety of participants in the asset registration process. E-mails are sent based on repository events, whether the events are triggered by interaction with OER via the user interface, or by OER automated workflows. Automatic e-mails can be enabled or disabled and templates for these e-mails can be configured for a particular OER instance. Recipients of both automated notifications and discretionary subscriber e-mail have the ability to designate an e-mail distribution list for e-mails that come to them from OER.

8.1.1 Using E-Mail Notifications and E-Mail 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.

8.2 Setting Up E-Mail Notification

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 an 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 e-mail address in the System Registrar E-mail field, as shown in Figure 8-1. Click Save to save the settings.

Figure 8-1 Functional Settings

Description of Figure 8-1 follows
Description of "Figure 8-1 Functional Settings"

8.3 Managing E-mail Distribution Lists

Distribution lists are created on a user's MyStuff -> Configuration Options -> Manage E-mail 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.

These procedures are performed in the E-mail Notifications section on the My Stuff page, as shown in Figure 8-2.

Figure 8-2 E-mail Notifications

Description of Figure 8-2 follows
Description of "Figure 8-2 E-mail 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 8-3.

    Figure 8-3 Update Distribution List

    Description of Figure 8-3 follows
    Description of "Figure 8-3 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 E-mail Addresses box, using commas as delimiters.

    For example:,,

  5. Click OK to save the distribution list.

    Figure 8-4 E-mail Notifications

    Description of Figure 8-4 follows
    Description of "Figure 8-4 E-mail Notifications "

8.3.1 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.

8.3.2 When List Members Are Copied on E-mails

The members of a user's distribution list are copied on an e-mail in the following notification e-mails:

  • Asset Accepted

  • Asset Assign

  • Asset Registered

  • Asset Submission/Rejection

  • Asset Unaccepted

  • Asset Unassigned

  • Asset Unregistered

  • Asset Unsubmitted

8.4 Working with E-Mail Templates

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

8.4.1 Viewing E-Mail Templates

You can configure e-mail notifications in the E-mail Templates section of the Admin tab. Each E-mail 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 e-mail 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 E-mail Templates. The list of E-mail Templates along with its status and description is displayed, as shown in Figure 8-5.

    Figure 8-5 List of E-mail Templates

    Description of Figure 8-5 follows
    Description of "Figure 8-5 List of E-mail Templates"

  4. Click any template to display the details of that E-mail Template in the pane below. For example, click Asset Used. Figure 8-6 describes the "Asset Used" e-mail template, which is sent to notify the contact specified in the asset Notification E-mail field that the asset has been used.

    Figure 8-6 E-mail Template - Asset Used

    Description of Figure 8-6 follows
    Description of "Figure 8-6 E-mail Template - Asset Used"

  5. Click Save.

  6. Similarly, you can view the details of the other E-mail Templates.

8.4.2 Editing E-Mail Templates

The procedure begins on the Oracle Enterprise Repository Admin screen.

  1. Click E-mail Templates in the Admin sidebar. The list of e-mail templates appears in the upper frame of the main pane.

    Figure 8-7 List of E-mail Templates

    Description of Figure 8-7 follows
    Description of "Figure 8-7 List of E-mail Templates"

  2. Select the e-mail template to be edited from the list. The E-mail Template edit screen opens in the bottom frame.

    Figure 8-8 E-mail Template: All Asset Tabs Approved

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

  3. Use the Status list to activate/deactivate the e-mail message.

  4. Edit the template information as necessary.

Notes on editing

  • The Status field can be set to Active or Inactive. When inactive, no e-mail 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 e-mail 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 e-mail notification on the E-mail Templates screen.