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Email Notifications

Email notifications provide an effective way to inform users about status of a document. Email notifications can be enable when uploading a document to ProcessMaker IDP and inform the user about the successful upload operation. In the email template entity, you can customize the email by using different variables, such as dossier name, file name, and a link to directly access the uploaded file.

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SMTP Configuration

Follow the steps below to setup SMTP Email notification settings:

  1. Navigate to Admin Panel > Global Settings > Email.

  2. Configure the following settings:

    • SMTP server

    • Email port

    • Email encryption (none, SSL, or TLS)

    • Sender email address

    • Email username

    • Email password

  3. Test the configuration using the button.

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Email Template:

To define the contents of the email, you can configure the email template in HTML. The following example shows how to use different variables, such as user name, dossier name, link to file, and file name.

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Subject: A new file was uploaded into ${dossierName}

Body:

<html lang="en">
  <body>
    <div style="margin-top: 10px">
      <p>Dear ${user.fullName},</p><br/>
      <p>A new file has been uploaded into <b>${dossierName}</b>. You can use the following link to access the uploaded document:</p><br/><br/>
      <p><a href="${entity.LINK}">${entity.NAME}</a></p><br/><br/>
      <p>Best regards,</p>
      <p>ProcessMaker IDP</p>
    </div>
  </body>
</html>

Note: Currently, only one email template is supported.

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The Upload Modal

When the Email Notification checkbox is selected while uploading a document, an email based on the email template will be sent to all users authorized within that dossier. If you select multiple files and therefore have multiple checkboxes selected, multiple emails will be sent. This process ensures that relevant users are notified about each uploaded document.

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