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JD Edwards EnterpriseOne Tools Workflow Tools Guide
Release 9.1

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4 Setting Up JD Edwards EnterpriseOne Electronic Mail Components

This chapter contains the following topics:

4.1 Understanding How to Set Up JD Edwards EnterpriseOne Electronic Mail Components

When you create a JD Edwards EnterpriseOne workflow process to send messages to individuals or to members of a distribution list, you can perform some initial tasks to make sure that the system is set up to properly distribute these messages. For example, if the recipients of a JD Edwards EnterpriseOne workflow message use a third-party email system, you will need to set up JD Edwards EnterpriseOne with external mail access. For users of the JD Edwards EnterpriseOne mail system, the Work Center, you might want to set up custom queues to organize and categorize messages sent by different JD Edwards EnterpriseOne workflow processes.

You can perform these tasks before you begin creating a JD Edwards EnterpriseOne workflow process:

4.2 Setting Up JD Edwards EnterpriseOne Electronic Mail Components

This section provides an overview of JD Edwards EnterpriseOne internal and external email access and discusses how to:

4.2.1 Setting Up Work Center Queues

Queues categorize messages within the system and organize them in the Work Center. For example, messages can be categorized into queues for priority mail or submitted jobs. Through a queue, users can approve or reject certain activities in the process flow. You set up a queue in the same way as you set up any user-defined code (UDC).

JD Edwards EnterpriseOne Workflow includes several predefined queues, but you might want to set up a custom queue for messages generated by JD Edwards EnterpriseOne workflow processes that you create. For example, you might want to set up a queue for messages generated by a credit limit approval process. This queue could gather any approval or rejection messages related to credit limits for customers. A user can then open that queue and act on the message contained within it.

To set up a queue:

Access User Defined Codes- From JD Edwards EnterpriseOne Workflow Management Setup (G0241), select JD Edwards EnterpriseOne Workflow User Defined Codes (G02411), and then select Employee Task Queues (P0004A).

  1. On Work With User Defined Codes, click Add.

  2. On User Defined Codes, complete these fields in an empty row in the detail area and click OK:

    • Codes

      Enter a unique number for the queue.

    • Description 1

      Enter a description for the queue.

    • Description 2

      If necessary, enter additional text that further describes the queue.

    • Special Handling

      If special handling is required, enter a code that indicates special processing requirements. The value that you enter in this field is unique for each UDC type.

    • Hard Coded

      Enter N in this field.

      Note:

      Only queues with a value of N will appear in the Queue Security application.

4.2.2 Setting Up External Mail Access

JD Edwards EnterpriseOne software provides an integrated mail system that is able to send messages to external email addresses. The system uses the Simple Mail Transfer Protocol (SMTP) to do this.

SMTP is a TCP/IP protocol for sending messages from one computer to another on a network. SMTP is used on the internet to route messages. In JD Edwards EnterpriseOne, the Send Message Extended system function uses SMTP to route messages to external email addresses.

These are the basic steps to set up external mail access:

  1. Set up an external email address for the message recipient on the EnterpriseOne Address Book, Email/Internet Revisions form.

  2. Make changes to the JDEMAIL section of the JDE.ini file so that JD Edwards EnterpriseOne can communicate with the mail server.

    • On the workstation, make these changes directly into the jde.ini file.

    • On Enterprise server, make the changes using Server Manager.

  3. Verify the SMTP server setup.

  4. Define shortcut links.

4.2.2.1 Setting up a User in Address Book and Defining the Mail Preference

Sending external messages to users requires you to set up mail preferences correctly for the user receiving a workflow message. You set this user up in the JD Edwards EnterpriseOne Address Book.

To set up mail preferences for a user:

  1. In the Fast Path, type G02, and then press Enter.

  2. Double-click the Employee Queue Manager menu.

    The Employee Queue Manager (P012503) application displays.

  3. Search and select the address book number for the employee to whom you want to send external messages.

  4. From the Row menu, select Email Preference.

    JD Edwards EnterpriseOne uses the protocol, hostname plus domain name (defined in the Server URL field), and port to construct the shortcut URL. If the HTML server service mapping is not set up, JD Edwards EnterpriseOne uses the primary HTML server specified in P9654A.

  5. Enter the following information in the corresponding fields:

    Field Value
    Electronic Address Type E
    Electronic Address <user's email address>
    Messaging Indicator 1

  6. Set up the user profile to include the user's address book number.

    Workflow messages and internal mail for that user will be sent to the user's external mail address specified above.

    Although you can enter several electronic addresses (internal and external) for each address number, all messages must be sent to the same location of external mail, the Work Center, or both. You cannot set up certain messages (such as workflow messages) to go to external mail and other messages (such as UBE completion messages) to go to the Work Center. However, it is possible to define the preference on a user-by-user basis so some users receive messages in the Work Center and others receive messages in an external mail program.

4.2.2.2 Updating the JDE.ini file on the Workstation and the Enterprise Server

On the workstation and enterprise server, you must make changes to the JDEMAIL section of the JDE.ini file so that JD Edwards EnterpriseOne can communicate with the mail server. On the workstation, you must make these changes directly to the JDE.ini file. On the enterprise server, you can make these changes directly to the JDE.ini file, or make the changes using Server Manager.

The parameters in the JDEMAIL section of the JDE.ini file are designated as Rules 1 through 7, which are explained below:

  • Rule1=90|OPT|MAILSERVER=smtp_server_name

    The MAILSERVER setting identifies the name of the SMTP server responsible for sending messages. This setting must be equal to the name of the machine on which the SMTP service is running. This server name is the same as it is listed in the TCP/IP host file on the server.

  • Rule2=100|DEFAULT|OWMON=address@your_company.com

    When the Send Message or Send Message Extended system function is initiated, the OWMON parameter is used to determine the From address for the mail message. Set this parameter to an appropriate mail address for your company.

  • Rule3=110|DEFAULT|PSFT_SYSTEM=address@your_company.com

    When the Send Message or Send Message Extended system function is initiated within application or business function event rules, the PSFT_SYSTEM parameter is used to determine the From address for the mail message. Set this parameter to an appropriate mail address for your company.

  • Rule4=120|DEFAULT|JDE_SYSTEM=address@your_company.com

  • Rule5=130|DEFAULT|JD Edwards EnterpriseOne Workflow_SYSTEM=address@your_company.com

    When the Send Message or Send Message Extended system function is initiated from an activity in a JD Edwards EnterpriseOne workflow process, the JD Edwards EnterpriseOne Workflow_SYSTEM parameter is used to determine the From address for the mail message. Set this parameter to an appropriate mail address as the originator of a JD Edwards EnterpriseOne workflow message for your company.

  • Rule6=140|OPT|MERGELOCAL=1

    For current installations, the MERGELOCAL parameter setting should be equal to 1.

  • Rule7=150|OPT|UPDATELOCAL=0

    For current installations, the UPDATELOCAL parameter setting should be equal to 0.

These instructions explain how to change the workstation and enterprise server JDE.ini files to communicate with the mail server.

To update the jde.ini file on the workstation:

  1. Locate the [JDEMAIL] section of the jde.ini file.

  2. Set the Rule1 value setting to Rule1=90|OPT|MAILSERVER=<your SMTP server name>

  3. Set the Rule2, Rule3, and Rule4 value settings to the name of the customer site.

    Note:

    You will change the domain name from oracle.com to the customer site web address.
  4. Save and close the jde.ini file.

To update the jde.ini file on the enterprise server using Server Manager:

Each field on the Server Manager screen represents a rule in the jde.ini file. For example, the Mail Server Rule field in Server Manager is the same as the Rule1 field in the jde.ini file. The SAW E-Mail Sender field is the same as Rule2. The Sender E-Mail field is Rule3 and so forth.

Note:

You can complete this task either on the web client, or the fat client.
  1. Access Server Manager by entering its URL in Windows Explorer.

  2. In the Configuration section, click the Workflow menu.

  3. On the E-mail Configuration form, complete the fields as follows:

    Field Value
    Mail Server Rule 90|OPT|MAIL SERVER=internal-mail-router.<your company>.com
    SAW E-Mail Sender 100|DEFAULT|OWMON=OWMON@<your company>.com
    Sender E-Mail 110|DEFAULT|PSFT_SYSTEM=PSFT_System@<your company>.com
    Rule4 120|DEFAULT|JDE_SYSTEM=JDE_System@<your company>.com
    Rule5 130|DEFAULT|WORKFLOW_SYSTEM=Workflow@<your company>.com
    Rule6 140|OPT|MERGELOCAL=1
    Rule7 135|OPT|UPDATELOCAL=1
    SMTP Server mail

  4. Click OK

4.2.2.3 Verifying the Setup of the SMTP server

To verify the SMTP server setup:

  1. Click the Windows Start button, and then click Run.

  2. On the Run dialog box, enter cmd.exe in the Open field.

  3. Ping the SMTP server.

  4. The DOS Command prompt should return with success.

  5. Issue the following command from the client workstation and the enterprise server: telnet <smtpHost> 25.

    Note:

    This command tests the connection to the SMTP server. For example: telnet mail.jdedwards.com 25. You should see returned 220 <SMTP server name> ESMTP.
  6. If the line returned begins with 220, then the SMTP connection integrity is valid.

  7. To test that you have set up the SMTP server correctly, click the following link: http://support.microsoft.com/kb/q153119/

    The value used for smtpHost in the above telnet test should be the same value for the mail server that was entered in the jde.ini for the Rule1 mail server.

4.2.2.4 Defining Shortcut Links

When a user submits a workflow process on the enterprise server, JD Edwards EnterpriseOne creates a shortcut URL that is sent in an email to the corresponding user. To distinguish which HTML server name to use for a URL shortcut, JD Edwards EnterpriseOne incorporates a hierarchical process. First, it searches for a Server Map HTML server service mapping in the Work with Service Configurations application (P986110 version ZJDE0003). If a mapping is not found at this location, JD Edwards EnterpriseOne then uses the primary HTML server specified in P9654A.

When a user submits a workflow process on the web development client, JD Edwards EnterpriseOne searches for a System HTML server service mapping in the Work with Service Configurations application (P986110 version ZJDE0003). If the mapping does not exist, JD Edwards EnterpriseOne then uses the HTML server listed in the HTML server Preference section of the jde.ini on the workstation. If there is not a HTML server listed in the HTML server Preference section, then JD Edwards EnterpriseOne will then use the primary HTML server specified in P9654A.

Before you can define a shortcut link, you must ensure that you have set up the appropriate HTML server(s) in P9654A. These HTML servers must have the following components defined:

  • Primary HTML Server. The value 0 is non-primary, and the value 1 is primary.

  • Server URL.

  • HTTP Port.

If the port number is not appropriate for your HTML server, you must delete the server definition and create a new one.

To define a shortcut link:

  1. In the Fast Path, type IV, and then press Enter.

  2. On the Work with Interactive Versions form, enter P986110 in the Interactive Application field.

  3. Click version ZJDE0003, Service Configuration.

    This Object Configuration Manager (OCM) version is specific for creating HTML shortcut mappings.

  4. From the Row menu, select Run.

  5. On the Machine Search and Select form, select the system data source, and then click Select.

  6. On the Work with Service Configuration form, click Add.

  7. From the visual assists, select the following options:

    Field Value
    Environment Name Select the appropriate environment for the mapping.
    Service Name HTML server
    User Role Select the appropriate user for the mapping.
    Server Enter the HTML server you set up in P9654A.
    Port Enter the port number for the HTML server.

  8. Click OK.

  9. On the Work with Configuration form, click Cancel.

  10. Repeat these steps to define a shortcut link for the server map data source.