Add New Event Service Screen > Incoming Email Screen

Starts a process when an e-mail account receives an e-mail message.

Figure: Add New Event Service > Incoming E-mail screen

Add New Event Service Incoming E-mail screen

Examples

Good to Know

  • This feature is not available for AgilePoint OnDemand.
  • The Event Service AgileConnector must be added via the AgilePoint Server Configuration utility before using the Event Service.

How to Start

  1. In the Manage Center, click System System icon > Events Service.
  2. On the Events Service screen, click Add Event Service Add Event Service icon
  3. On the Add New Event Service Screen > Select Type of Event Service, select Incoming Email.
  4. Click Next.
  5. On the Add New Event Service screen, complete the fields ​as necessary.
  6. Click Next.

Fields

Field Name Definition

Choose an existing Mail Server / Configure New Mail Server
Function:
Specifies whether to use an e-mail server that is already configured to receive e-mails.
Accepted Values:
  • Choose an existing Mail Server - Selects an e-mail server from the current list.
  • Configure New Mail Server - Starts configuration for a new e-mail server.
Default Value:
Configure New Mail Server

Mail Server
Function:
Specifies they type of e-mail server that receives incoming e-mail.
Accepted Values:
  • MS Exchange
  • POP3
  • IMAP
  • EWS
  • Office 365
Default Value:
POP3
Accepts Process Data Variables:
No

Exchange Server Name
Function:
Specifies the URL for your email server.
To Open this Field:
  1. Select MS Exchange.
Accepted Values:
A valid email server URL.
Default Value:
None

IMAP Server Name
Function:
Specifies the host name or IP address of the IMAP4 server.
To Open this Field:
  1. Select IMAP.
Accepted Values:
  • A valid host name or IP address for your IMAP4 Server.
Default Value:
None

POP3 Server Address
Function:
Specifies the IP address of the POP3 server.
To Open this Field:
  1. Select POP3.
Accepted Values:
  • A valid IP address for your POP3 server.
Default Value:
None
Example:
Refer to:

Exchange Web Service URL
Function:
Specifies the URL for your email server.
To Open this Field:
  1. Select EWS.
Accepted Values:
A valid email server URL.
Default Value:
None

Office 365 Service URL
Function:
Specifies the URL for your Office 365 server.
To Open this Field:
  1. Select Office 365.
Accepted Values:
A valid Office 365 server URL.

The standard URL for Office 365 is this:

https://outlook.office365.com/EWS/Exchange.asmx

Default Value:
None

Port
Function:
Specifies the port number which is configured to communicate with your server.
Accepted Values:
  • A valid port number.
Default Value:
None

Require SSL
Function:
Specifies if the server uses an SSL encrypted connection.
Accepted Values:
  • Selected - The server can use an SSL connection.
  • Deselected - The server does not use an SSL connection.
Default Value:
Deselected

Name
Function:
Specifies a name of the server to associate with an e-mail event.
Accepted Values:
A valid server name.
Default Value:
None
Example:
Refer to:

Account
Function:
Specifies account name of the user to associate with an e-mail event.
Accepted Values:
A valid user account name.

If you are using Exchange Server running in EWS mode, the user name can be in the format domain\username.

Default Value:
None
Example:
Refer to:

Password
Function:
Specifies the password for your email server.
Accepted Values:
One line of text with no spaces.
Default Value:
None
Example:
Refer to:

Test
Function:
Verifies whether the specified account credential is valid.

Incoming E-mail Filter Options
Function:
Filters the incoming e-mail based on the sender name.
Accepted Values:
  • Selected - Filters the incoming e-mail based on the sender name.
  • Deselected - Does not filter the incoming e-mail.
Default Value:
Deselected

Check for new message every
Function:
Does a check for new messages in the e-mail account each specified minute.
Accepted Values:
  • Selected - Does a check for new message in the e-mail account for each specified minute.
  • Deselected - Does not do a check for new messages.
Default Value:
Deselected

Leave Mail on Server
Function:
Stores the e-mail on specified server.
Accepted Values:
  • Selected - Stores the e-mail on server.
  • Deselected - Does not store the e-mail on server.
Default Value:
Deselected

Email Subject
Function:
Specifies a variable that stores the subject of the e-mail that starts the process instance. This variable name is entered as plain text or Xpath.

When the specified e-mail account receives an e-mail, the data associated with this variable is stored. It can then be used in the process with the specified variable.

Accepted Values:
  • A string that can have spaces.
  • A valid Xpath to a node in your AgilePoint schema. Do not include the characters, ${}.
Default Value:
None
Example:
  • Email Subject - An example of the variable name format. The variable names can include spaces.
  • /pd:AP/pd:formFields/pd:EmailSubject - An example of an Xpath in the process schema.

Sender
Function:
Specifies a variable that stores the sender of the e-mail that starts a process instance. This variable name is entered as plain text or Xpath.

When the specified e-mail account receives an e-mail, the data associated with this variable is stored. It can then be used in the process with the specified variable.

Accepted Values:
  • A string that can have spaces.
  • A valid Xpath to a node in your AgilePoint schema. Do not include the characters, ${}.
Default Value:
None
Example:
  • Sender - An example of the variable name format. The variable names can include spaces
  • /pd:AP/pd:formFields/pd:Sender - An example of an Xpath in the process schema

Attachment Location
Function:
Specifies a folder to store e-mail attachments for the e-mail event service.

This folder is used if an e-mail that starts a process instance has file attachments.

Accepted Values:
  • An absolute path with a folder name - Specifies the full path on the AgilePoint Server machine where e-mail attachments are stored for the e-mail event service. You can specify the absolute path with the folder name. If this folder does not exist, the event service creates the folder, and its parent folders in the path, the first time a process instance is created with the event service.
  • A string that can include spaces - If you enter a text string, this specifies the folder name only. In this case, the folder is created in the path C:\Windows\System32\[specified folder name] on the AgilePoint Server machine.

    If this folder does not exist, the event service creates the folder the first time a process instance is created with the event service.

Default Value:
None
Example:
  • C:\Event Service\My Attachments - When the e-mail event service starts a process instance, the file attachments for the e-mail that starts the process are stored in the specified path on the AgilePoint Server machine. If the path does not exist, the Event Services creates any folders in the path that do not exist.
  • My Attachments - When the e-mail event service starts a process instance, the file attachments for the e-mail that starts the process are stored in the folder C:\Windows\System32\My Attachments. If the My Attachments folder does not exist, Event Services creates this folder under the default path, C:\Windows\System32.

Mail Body
Function:
Specifies a variable that stores the body of an e-mail that starts a process instance. This variable name is entered as plain text or Xpath.

When the specified e-mail account receives an e-mail, the data associated with this variable is stored. It can then be used in the process with the specified variable.

If the message body does not have content, the value of this variable is null.

Accepted Values:
  • A string that can have spaces.
  • A valid Xpath to a node in your AgilePoint schema. Do not include the characters, ${}.
Default Value:
None
Example:
  • Email Body - An example of the variable name format. The variable names can include spaces
  • /pd:AP/pd:formFields/pd:EmailBody - An example of an Xpath in the process schema

Enable Incoming Email Event
Function:
Specifies if the incoming e-mail trigger is active.
Accepted Values:
  • Selected - The incoming e-mail trigger is active.
  • Deselected - The incoming e-mail trigger is not active.
Default Value:
Deselected

Done
Function:
Saves the configuration of the incoming e-mail event.