15.3 Enabling Email Approval and Configuring Incoming Mail Server Properties

After the request reviewer approves, denies, reassigns, or returns a request, the reply is sent to the incoming mail server that is configured.

To configure incoming mail settings, select Configuration > Email Based Approval.

NOTE:Before enabling email-based approvals, ensure that you have configured the workflows to support notifications and (optional) digital signatures. For more information see, Choosing Email-Based Approval Templates for Workflow.

For incoming email settings you must configure the following fields.

UI Field	Description
Server Type	Specifies the type of server that you want to use for the incoming email notifications.
Host	Specifies the name or IP address of the incoming mail server.
Email	Specifies the email address that receives the reply messages from users responsible for reviewing permissions requests. If the notification includes action links for approving, denying, reassigning, or returning a request, the Workflow Administration Console automatically populates the To field. Otherwise, users must specify valid email address in this field. NOTE:If you are specifying a service account email ID in this field, ensure the same email ID is not used for any identity.
Authentication Required	Specifies whether the incoming mail server requires authentication. If you enable this setting, you must also specify the following: User ID Specifies the account required for server authentication. The account for the incoming mail server should be unique and not a duplicate account that might receive the email notifications. Password Specifies the password for the account.
Folder	If you select IMAP as the server type, specify the folder in the email system where you want to store the email notifications. The default folder is INBOX. For POP3 servers, you cannot change the folder name.
Enable SSL	Specifies whether you want to use Secure Sockets Layer (SSL) protocol for authentication.
Use default port	Specifies whether the email process uses the default port for the mail server. Otherwise, specify the port number you want to use to connect to the incoming mail server.
Email Content Options	Specifies the type of information that you want to include in the notification: Exclude action links The notification does not include the action links that users can select to approve or deny the request.To act on the request, users can reply to the email, then add the appropriate keyword, such as “Approve” in the subject line. Alternatively, they can log in to the console to complete the task. Include action links with digital signature The notification includes the action links that users can select to approve, deny, reassign, or return the request. It also requires a digital ID for authenticating the message content. Include action links without digital signature The notification includes the action links that users can select to approve, deny, reassign, or return the request. The email does not require a digital ID for authenticating the message content.
Polling Interval	Specifies how often you want to poll the incoming mail server for task notifications.
Token Expiration	Specifies the amount of time that each email-based approval will remain in effect. After the token expires, you cannot use that notification to take any action on the task.
Cleanup Interval	Specifies the interval after which the server can clear expired tokens from the database.
Approve, Reject, Reassign and Return	Specifies the terminologies used to display as action links in the email. You can select these links to approve, deny, reassign, and return the request. You can modify these terms for all supported languages.
Success Mail Template and Failure Mail Template	Specifies the email templates that you want to use to indicate the result of an action.Success notifications occur after the user successfully approves, denies, reassigns or returns a task. The application sends a failure notification when one of these tasks are not accomplished.
Domain	Specifies the domain of the email. Allows you to configure more than one domain. If you configure a domain, the email address that you specify for reassigning a request must match one of the configured domains, otherwise, the request is not reassigned. If the domain is not configured then the request is reassigned.
Enable Socks Proxy	Specifies whether you want to use a proxy server to process the approval email messages. If you do not enable this setting the server connects directly to the specified inbox.If you enable this setting, you must also specify values for the following parameters: Proxy Host Specifies the name or IP address of the proxy email server. Proxy Port Specifies the port that you want to use for incoming email to the proxy server. Authentication Required Specifies whether the proxy server requires authentication for incoming email.If you enable this setting, you must also specify a valid user ID and password for the proxy server.