Configuring E-Mail Notification for Components

You can configure the system to send notification e-mails to recipients with the relevant roles when customer, supplier, employee, or end-user records are created.

Note: This same e-mail configuration is used for sending work items to recipients if you are using the optional workflow. See Configuring Workflow for details about enabling workflow.

The system notifies users of an event when they have the appropriate role and belong to the same domain as the item being created. In the case of supplier, customer and end users components, this is extended to include all users for each domain associated with the shared set referenced by the component. A user configured to receive an e-mail notification receives an e-mail for each domain in which the component is replicated.

Users receive separate e-mail notifications for each event for which they have the relevant role. For example, if two employee records are created, users with an employee notification role receive two separate e-mails—one for each of the new records.

Users who are to receive notifications must belong to the roles listed in the following table.


Event	Role
Creation of new employee record	EmployeeNotify
Creation of new supplier record	SupplierNotify
Creation of new customer record	CustomerNotify
Creation of new end-user record	EndUserNotify

To use e-mail notification, a running SMTP (e-mail) server must exist. The location of the SMTP server is specified in the server.xml file. A sample configuration is shown below:

It is not necessary to specify the values for SmtpPort and SmtpSender. The SMTP port defaults to 25 (standard port for SMTP service) and the SMTP sender defaults to [email protected] (this is primarily for having a default sender for development environments). Generated e-mail notifications are sent as though they originate from the specified SMTP sender. The e-mail address specified for the sender need not be a valid e‑mail address.

If the e-mail (SMTP) server used to process the e-mail notifications is not available, the e-mails cannot be sent and the system returns a notification message to the user creating the component.

The system uses the e-mail address specified in User Maintenance (36.3.1) for the users that are members of the role to receive notification. If this address is invalid, the user does not receive any notification e-mails and no error is generated.

If the e-mail server used for notification is not available, the e-mails are not sent and are not queued for later delivery. In this case, a message is returned to the user creating the component to make them aware of the problem.