Connect your corporate email so that users can receive email notifications on behalf of the company regarding:
- Business process execution. It is configured via the Email Notification activity during process modeling.
- Incoming tasks, with the option to navigate to the BRIX interface to make a decision. To enable this:
- Employees should enable the Send notifications about new tasks by email option in their profiles. You can also activate this option for all employees by default.
- For tasks assigned during a business process, notification sending must be enabled in the settings for the Approval, Send Document/App Item, Task, Create App Item, and Edit App Item activities.
- Incoming approval tasks, with the option to provide a resolution directly in the email without navigating to the BRIX interface. To enable this, employees must activate the Approve by email option in their profiles. For approval tasks assigned during a business process, notification sending must be activated in the activity settings.
Note, for BRIX On-Premises, you must also specify SMTP server parameters in the configuration file. This connection is required to send invitations to new users, password recovery emails, and notifications about new tasks. If you have configured corporate email settings in the Administration > Email Settings workspace, the sender’s address for task notifications will be taken from that workspace.
начало внимание
Only users included in the Administrators group can manage email settings.
конец внимание
To configure email settings, do the following:
- Go to Administration > System Settings > Email Settings.
- In the Service field, select one of the available mailing services:
- gmail.com
- yahoo.com
- outlook.com
- office365.com
- Other. Enter the address of your SMTP server. You can configure only one SMTP server at a time. Specify the outgoing emails protocol parameters and the port to use: 25, 465, or 587. You can also enable additional options:
- Send from Reply-to address. Allows you to change the default sender address for emails sent using the Email Notification block. If the field with the sender’s email is not filled in the settings of this block, the value you specify below in the Login* field will be applied. To apply another address instead of this default address, enable the Send from Reply‑to address option and fill in the Default reply address field that appears below. Then the value of this field will be used if the sender’s address is not specified in the block settings.
- Connection protection. Select the data encryption method used by the server: STARTTLS or TLS. If no encryption is used, select NO.
- In the Login* field, specify the corporate email address that messages will be sent from. The value of this field is also used as the default sender address for emails sent via the Email Notification activity and for notifications about new tasks.
Then enter the password for this email. Please note that the password is cleared from the form after saving the settings. If you need to make changes, enter the password again. - The gmail.com, yahoo.com, outlook.com, and office365.com mailing services require two-step authentication and an app password:
- gmail.com. In the account settings, enable two-step authentication. Then create an app password. Read more in the official Google documentation.
- yahoo.com. In the account settings, create an app password and use it to establish connection.
- outlook.com and office365.com. Go to advanced security options and enable two-step verification, then go to App passwords and create a new password. Read more about the settings in the official Microsoft documentation.
The table below lists possible errors that may appear when checking the connection if additional verification is disabled.
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- Save the settings and make sure the connection has been successfully established. To do that, click Test Connection. Note that the message for confirming your details will be sent to the email specified in your user profile, not to the address that you have entered as the Login*.
- In BRIX On-Premises, additionally configure the connection to the SMTP server. It will be used for sending invitations to new users, password recovery, and sending notifications about new tasks.
To configure, set and apply the SMTP server connection parameters in the values-brix365.yaml file.