TaskCentre v4.5 Send Message (SMTP) Tool White Paper

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1 TaskCentre v4.5 Send Message (SMTP) Tl White Paper Dcument Number: PD _0-WP Orbis Sftware Limited 2010

2 Table f Cntents COPYRIGHT 1 TRADEMARKS 1 INTRODUCTION 2 Overview 2 FEATURES 2 GLOBAL CONFIGURATION 3 Address Bk dialg 4 New Cntact dialg 5 Address Prperties dialg 5 TECHNICAL SUMMARY 5 Wrking with ther Steps 5 Dependencies 6 Objects Cnsumed 7 Objects Expsed 7 CONFIGURATION 7 General 8 Main 9 Select Frm dialg 9 Select Recipients dialg 10 New One Off Recipient dialg 12 Optins 12 i

3 Cpyright & Trademarks Cpyright The cpyright in this dcument is wned by Orbis Sftware All rights reserved. This publicatin may nt, in whle r part, be reprduced, transmitted, transcribed, stred in a retrieval system r translated int any language in any frm r by any means withut the prir written cnsent f Orbis Sftware Limited. Head Office: Orbis Sftware Limited (UK) 2 Nuffield Rad Nuffield Industrial Estate Ple, Drset BH17 0RB United Kingdm Tel: +44 (0) Fax: +44 (0) Trademarks Orbis Sftware Ltd wns the registered Trademark TaskCentre. All ther Trademarks used within this dcumentatin are acknwledged as the prperty f their respective wners. The infrmatin prvided in this publicatin may cntain errrs, missins, r typgraphical errrs r may be ut f date. Orbis Sftware may change, delete, r update any published infrmatin at any time and withut prir ntice. The infrmatin published in this dcument is prvided fr infrmatinal purpses nly and is nt binding n Orbis Sftware in any way except t the extent that it is specifically indicated t be s. 1

4 Send Message (SMTP) Tl Intrductin Overview The Send Message (SMTP) is an Output Tl which is used t create a Task Step that sends messages t any SMTP cmpliant mail server. The Step is capable f sending multiple messages in either text r HTML frmats, incrprating data frm an Input and/r Frmat Step t any number f recipients. If data being used frm an Input Step includes a clumn cntaining addresses, then this may be used as a dynamic recipient address. The Tl is cnfigured glbally with the name r IP address and prt number f the SMTP Server t use, and this is then transparent fr all Steps created. An internal address bk is prvided s that cmmn SMTP addresses can be defined and re-used. MAPI address bks such as thse available frm Micrsft Mail, Micrsft Outlk and the Micrsft Exchange Server Glbal Address List (GAL) are als supprted. Cmmnly the message cntent wuld be a dcument generated by a Frmat type Step such as Frmat As Text, Frmat As HTML r Run Crystal Reprt but it is als pssible t attach the dcument t the message and additinally create fixed r dynamic message cntent by inserting clumns frm the recrdset being used r Task variables r parameters by dragging and drpping them int the message frm the Task Brwser dialg. There are extensive management facilities fr handling file attachments (e.g. the cntents f a database query can be incrprated int the file attachment and the message bdy can be used fr accmpanying ntes/actins list). It is als pssible t define the file cntents per recrdset rw, r gruped by a chsen field. In additin t this a file(s) may be attached frm a Netwrk fileserver; the path(s) f which may be defined using a field frm the recrdset r a static address. Features 2

5 Send Message (SMTP) Tl Glbal Cnfiguratin Befre the Send Message (SMTP) Step may be used a User with System Administratr rights must first select an SMTP Server. This is achieved thrugh a Glbal Cnfiguratin dialg which is displayed by clicking n the Outputs nde in the Task Manager and then duble-clicking n the Send Message (SMTP) icn in the Items List. The dialg cnsists f the fllwing: Server Address (field) - A DNS Name r an IP Address may be entered fr the SMTP Server. Authenticatin (area) - This area cntains the fllwing fr cnfiguring a cnnectin t the SMTP server: Enable Authenticatin (check bx) - This ptin shuld be selected if authenticatin is t be used t cnnect t the server and if checked prvides the fllwing ptins fr selectin: Windws Authenticatin (NTLM) - The currently lgged in users details are used t access the server. Plain Text Authenticatin (LOGIN) - Specific user details may be entered in the 'Username', 'Passwrd' and 'Dmain' fields which becme active when this ptin is selected. Figure 1. Send Message (SMTP) Glbal Cnfiguratin dialg Main tab. Authenticatin (area) - This area cntains the fllwing cnnectin ptins fr selectin: Abrt send if Authenticatin nt supprted by hst. Abrt send if Authenticatin Fails. Cnnectin Security (area) - This area cntains the fllwing cnnectin ptins fr selectin: 3

6 Send Message (SMTP) Tl Use Secure SMTP. Require Secure SMTP. Cnnectin Details (area) - This area cntains the fllwing: Prt Number (field) - The cnnectin prt t be used may be entered. This defaults t 25. Nte: The TaskCentre SMTP prt is cnfigurable and may be changed frm its default setting f 25 shuld prt clashes ccur during cnfiguratin. Please refer t the dcumentatin n yur mail server in rder t c-rdinate any change frm the default f 25 s that TaskCentre can cmmunicate successfully with yur mail server. Message Frmatting (area) - This area cntains the fllwing frmatting ptins fr selectin: Send plain text using HTML By default this ptin is nt selected and therefre assumes that there may be recipients f TaskCentre ntificatins wh are unable t read HTML mail. This means that plain text ntificatins can be cnstructed and hence nt be cnverted int HTML by the mail server. Figure 2. Send Message (SMTP) Glbal Cnfiguratin dialg Advanced tab. Address Bk dialg The Address Bk dialg (Ref: Figure 3) cntains the fllwing: 4

7 Send Message (SMTP) Tl Figure 3. Address Bk dialg. New Cntact dialg Figure 4. New Cntact dialg. The New Cntact dialg (Ref: Figure 4) is used t specify a name and address fr a new cntact thrugh the fllwing: Address Prperties dialg Clicking the Edit... buttn, when cntact details have been selected, will invke the Prperties dialg fr the selected Address. This is essentially the same dialg as the New Cntact dialg, but is used t amend the details. Technical Summary Wrking with ther Steps The ther Steps that the Send Message (SMTP) Step will interact directly with, whether by expsing infrmatin t it r cnsuming infrmatin frm it are listed belw. Step Icn Name Step Type Schedule Event Step MS SQL Server Trigger Event Step 5

8 Send Message (SMTP) Tl Oracle Trigger SMTP Wrkflw Jb Submissin Frmat As Text Event Step Event Step Event Step Frmat Step Frmat As HTML Run Crystal Reprt Merge MS Wrd Dcument XML t Recrdset Frmat Step Frmat Step Frmat Step Frmat Step Create Wrkflw Jb Frmat Step Text Parser Decisin General Step General Step Dependencies The prducts, technlgies, prtcls r systems that are required fr the Send Message (SMTP) Step t wrk are listed belw. 6

9 Send Message (SMTP) Tl Objects Cnsumed Objects that the Send Message (SMTP) Step cnsumes that are expsed by ther Steps are listed belw. Objects Expsed Objects that the Send Message (SMTP) Step expses, that can be utilised by ther Steps are listed belw. Cnfiguratin The Send Message (SMTP) Step is cnfigured thrugh the Send Message (SMTP) dialg which is the main interface fr creating a new Step. The dialg is displayed thrugh the methds described belw. T create a new Step: T pen an existing Step: The dialg cntains the three tabbed panes described belw thrugh which a Send Message (SMTP) Step may be created and cnfigured. 7

10 Send Message (SMTP) Tl General Figure 5. Send Message (SMTP) General tab. The cntents f the General tab (Ref: Figure 5) are as fllws: 8

11 Send Message (SMTP) Tl Main Figure 6. Send Message (SMTP) Main tab + Brwser dialg. The Main tab (Ref: Figure 6) allws the selectin f message recipients and the message cntent t be cnfigured thrugh the fllwing: Message nly If this ptin is selected then the message will cnsist f the text entered in the Message text bx area, including any clumns, prperties and variables incrprated within the text that are current at the time the Task is run. Dcument utput nly If this ptin is selected then text cannt be entered in the Message text bx area and the message will cnsist f the dcument r reprt frm the chsen data surce in the General tab. Select Frm dialg The Select Frm dialg (Ref: Figure 7) is used t select the reply address f the . It cntains an OK and a Cancel buttn. The OK buttn will clse the dialg and save any changes made. The Cancel buttn will clse the dialg withut saving any changes. The cntents f the Select Frm dialg are as fllws: 9

12 Send Message (SMTP) Tl Figure 7. Select Frm dialg. Select Recipients dialg The Select Recipients dialg (Ref: Figure 8) is used t chse the recipient f the in either T, Cc r Bcc categries. The dialg cntains an OK and a Cancel buttn. The functinality f these buttns is the same as used elsewhere within TaskCentre. The cntents f the Select Recipients dialg are as fllws: Used t add a ne-ff recipient t either the T, Cc r Bcc fields, Invkes the New One Off Recipient dialg (Ref: Figure 9). Figure 8. Select Recipients dialg. 10

13 Send Message (SMTP) Tl Using Dynamic Recipients Anther alternative t selecting recipients frm the address bks is t use 'Dynamic Recipients'. This allws the user t define the recipients by using addresses frm the data surce. E.g. in an Accunts r CRM system the custmers address will frm part f the cntact management details and hence the address data culd cme frm there. 11

14 Send Message (SMTP) Tl T use this methd: Right-clicking n a clumn in a field displays ptins t remve it and als t view the prperties thrugh the Dynamic Recipient dialg (Ref: Figure 9). Nte: If the recrdset cntains mre than ne recrd related t the recipient and yu wish fr all related recrds t appear in ne then the address field must be a primary srt key in the Input Step New One Off Recipient dialg Figure 9. Dynamic Recipient dialg. The New One Off Recipient dialg (Ref: Figure 10) is used t assign a new recipient name and address t the Step. It cntains an OK and a Cancel buttn. The functins f the OK and Cancel buttns are the same as used elsewhere within TaskCentre. The cntents f this dialg are as fllws: T (radi buttn) Will add the new recipient t the T-> field Cc (radi buttn) Will add the new recipient t the Cc-> field Bcc (radi buttn) Will add the new recipient t the Bcc-> field Name (field) Used t add the new recipients name Address (field) Used t add the new recipients address Figure 10. New One Off Recipient dialg. Optins The Optins tab (Ref: Figure 11) f the Send Message (SMTP) dialg is used t cnfigure the Step behaviur if an errr ccurs when the Step is being prcessed. 12

15 Send Message (SMTP) Tl The fllwing ptins are prvided fr selectin: Figure 11 Send Message (SMTP) Optins tab. Abrt Step - If an errr ccurs then the Step is abrted. Cntinue - If an errr ccurs then the Step will cntinue. Abrt Task - If the Step is abrted then the Task is abrted. Cntinue - If the Step is abrted then the Task will cntinue nt the next Step in the prcess if ne exists. 13

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