Next execution

The date and time for the next scheduling execution are filled out according to the recurrence information that will be filled out next.

Recurrence

Configure the execution frequency of the scheduling:

Frequency: Select how often the scheduling execution will be performed:

• No recurrence: The scheduling execution will be done only once, that is, it will not be repeated.
• Hour(s)/Minute(s): The scheduling will be executed in intervals of hours or minutes. Enter the desired interval in the "every __ hh:mm" field. For example: every 01:15, every 00:30, every 03:00, etc. Note: It will not be possible to select a time smaller than 15 minutes for the scheduling of the timer.
• Daily: The scheduling will be executed in intervals of days. Enter the desired interval in the "every __ day(s)" field. For example: every 2 days, every 5 days, etc.
• Weekly: The scheduling will be executed on specific days of the week. In the "Week days" field, check the days on which the scheduling execution should be performed. For example: every Monday, Wednesday, and Friday.
• Monthly: The scheduling execution will be done during certain months of the year. In the "Months" field, select the desired months in which the scheduling execution should be performed.

End of recurrence: Select in this field how will be the end of the recurrence of the scheduling execution:

• No end date: The recurrence of the scheduling execution will have no defined end.
• Ends after: The scheduling execution ends after a certain number of occurrences. Enter, in the "Occurrences" field, the limit number of scheduling execution occurrences.
• Ends on: The scheduling execution ends on a certain date. Select, in the "Date" field, the day, the month, and the year in which the scheduling execution will end.

Delete after finishing scheduling

Check this option to have the record deleted after the scheduling execution has finished.

E-mail server

• Protocol: Select the protocol to be used by the server. The IMAP protocol is the most recommended one, as it allows keeping the messages in the server and only checking them as read. The POP3 protocol is an old protocol that, by default, deletes the message after it has been read. SoftExpert Suite does not support the use of the oAuth 2.0 authentication (mandatory for Microsoft and Google e-mail accounts) with the POP3 protocol.
• Server address: Enter the address of the server.
• Port: Enter the server port.
• User/Password (visible with basic authentication): Enter the user and the password of the account whose e-mails will be captured. Use the Test button to check the connection with the server.
• Client ID: Identification code of the application in the e-mail server in which the oAuth 2.0 authentication is configured.
• Secret ID: Value of the credential to access the mailbox of the e-mail account. This value can only be seen in the server portal during the creation of the credential.
• User: E-mail account that will be monitored (it is necessary to include the domain).
• Access Token: Authorization code used to authenticate the e-mail account. To generate it, it is necessary to click on the Generate a new token button to open a Microsoft or Google login screen. This token is valid for a limited time and can only be used once.
• Deactivate MIME content partial fetch: Check this option to not use the partial recovery resource of a MIME type e-mail content.

It will not be allowed to use the same data of the inbox configuration (Server and User) in more than one active scheduling. It will only be possible to repeat the data of an inactive scheduling.

Rules

Configure the operations that will be executed by the e-mail import scheduling.

1. To do that, click on the button on the side toolbar.

2. On the screen that will be opened, enter a name for the rule.

The Sequence field will be automatically filled out with the rule order; however, when other rules are already configured, this sequence can be edited.

A sequence defines the order in which the rules will be processed. If there are two or more rules, the second rule will only be processed if the first rule fails, the third rule will only be processed if the second rule fails, and so on. That is, when a rule that has the e-mail acceptance conditions is found, the system will execute it and ignore all following rules.

The processing of the rules will only be finished once a rule does not fail (and is executed), or until there are no other rules to be processed.

It is recommended for more complex rules, such as executing an activity, or rules with very specific conditions to be the first rules to be processed (lower sequential value), while rules that are easier to pass to be the last ones of the sequence. 
 

3. In the General tab, fill out the following fields:

Execution type

Select which operation will be performed with the rule:

• Instantiate process: Select this option for the rule to execute the start of the object configured in this scheduling.
• Add history: Select this option so that the rule includes a record in the history of the object configured in this schedule. For the acceptance of the rules configured with this action, the subject of the e-mail message must have the instance ID # between the "<<" and ">>" characters. E.g.: "Approval of the <<000011>> call as agreed".
• Execute activity: Select this option for the rule to execute an action of an activity of the object configured in this schedule. Then, select the activity to be performed in the Execution activity field and select, in the Action to be executed field, which action will be performed on the activity. For the acceptance of the rules configured with this action, the subject of the e-mail message must have the instance ID # between the "<<" and ">>" characters. E.g.: "Approval of the <<000011>> call as agreed".

Process/Workflow type

This section will be enabled if the "Instantiate process" option is selected in the Execution type field:

• Process: Select the process that will be started by the rule.
• Workflow type: Select the workflow type that will be started by the rule.
• Default starter: Select the user that will be considered the instance starter.
• Define the sender as Starter if they are a registered user: Check this option for the sender of the imported message to be the process starter, if there is a registered user with the same e-mail address as the sender. If there are no users, or if the sender does not have permission to instantiate the process, the default starter will be defined as the process starter.
• Attribute to store the sender: Select the process attribute that will store the e-mail of the message sender.

Execution

This section will be enabled if the "Execute activity" option is selected in the Execution type field:

• Execution activity: This field will only be enabled if the "Execute activity" option is selected in the Execution type field. In that case, select the object activity to be executed.
• Action to be executed: This field will only be enabled if the "Execute activity" option is checked in the Execution type field. In that case, select the action for the execution of the object activity.

Validate if the sender is a user with execution permission

This option will be enabled if the "Execute activity" option is selected in the Execution type field. Check this option so that the activity is only executed if the e-mail sender is responsible for its execution, that is, the system will check, through the sender e-mail address, if they are the activity executor.

Use conditions for rule execution

Check this option so that this rule is executed only when one of the following situations is valid:

• Execute rule only if all conditions are valid: Check this option so that the rule is executed only if all other rules are valid.
• Execute rule when any condition is valid: Check this option so that the rule is executed when at least one of the other rules is valid. 
   

4. If the Use conditions for rule execution option has been selected, the Conditions tab will be enabled.

Click on the button to add a condition. On the screen that will be displayed, fill out the following fields:

• Sequence: This field will be filled out automatically by the system with the order of the condition being recorded, however, if there are other condition records, this value can be changed.
• Source: Set the source of the condition to be tested: Sender, Addressees, Subject, Message content, Sending date, Priority, or Contains attachment.
• Operator: Select the operator to be used to test the condition: Equal to, Different from, Contains, Does not contain, Is within, Is not within, Is empty, or Is not empty. This field will be disabled if the "Contains attachment" option has been selected for the source.
• Fixed value: Enter the value that will be used by the operator at the source. This field will be disabled if the "Contains attachment" option has been selected for the source or if the "Is empty" or "Is not empty" option has been selected for the operator.

Save the condition data so that it is included in the rule. 
 

5. Save the rule data.

On this tab, define the users who will receive an e-mail notification when an error occurs in the connection with the e-mail server during the import.

1. To do so, click on the button.

2. On the screen that will be displayed, in the Notify field, select the group type that classifies the e-mail addressee:

• Department: Users in a certain department of the organization will be the addressees.
• Position: Users who hold a certain position in the organization will be the addressees.
• Department/Position: Users in a particular department of the organization and who hold a specific position will be the addressees.
• User: A specific user will be the addressee.
• Team: The members of a team in the system will be the addressees of the e-mail.

3. The Filters will be enabled so that the users are filled out according to the selected group.

4. Click on the button on the upper part of the screen to search for the users. The search results will be displayed according to the option selected in the Notify field and the values entered in the fields.

5. Select those that will be addressees of the e-mail. Hold the SHIFT or CTRL keys down or check next to each item, to select more than a record at a time.

6. In the Permission field, select the Allow option so that the users who are selected receive the e-mail notifications concerning the scheduling, or select the Deny option so that they do not receive any e-mails.

7. Click on .

This tab will display the e-mails that were captured by the scheduling.

The e-mails will be copied to the system, with the objective of obtaining a better performance and giving greater coverage in the monitoring of e-mail import.

This tab also displays the status of the capture of e-mails and other information described below, thus facilitating the reading and monitoring of the import:

• It will be possible to view the validations of the rules applied individually to each message in the scheduling inbox.
• The validated conditions with the parameters configured in the rule and the corresponding value verified in the message will be displayed.
• The rules for activity execution and addition to history will display an error message when the instance ID # is not found in the subject.
• Incorrectly configured processes must intuitively display the warning in the scheduling history and the e-mail message validation.
• Allows the manual reprocessing of messages that were rejected or that had an error in the import.