Configuring Server Settings

The Server Settings page provides access to various settings for forms workflow:

• Email settings that enable outgoing email messages, along with the email server settings used for those messages. (See Configuring email settings.)

• Task notification settings that enable, disable, or modify the messages sent in email notifications to end users and groups regarding their tasks. (See Configuring notifications for users and groups.)

• Administrator notification settings that enable, disable, or modify the messages sent in email notifications for administrative tasks. (See Configuring notifications for administrators.)

You can specify an email account for the forms server, through which it sends email messages to AEM forms users and administrators. These email messages are used to notify and remind users of tasks that they must complete, notify the user of tasks that have reached a deadline, and notify the administrator of any process errors that occur.

To enable the sending of email messages between AEM forms and users, configure the outgoing email settings on the Email Settings page. Outgoing email must use an SMTP server.

To enable AEM forms to receive and handle incoming email messages from users, create an email endpoint for the Complete Task service. (See Create an Email endpoint for the Complete Task service).

If your processes are designed and implemented without requiring email, you do not have to configure any of the options on the Email Settings page.

By default, the emails sent out by AEM forms contain links to (Deprecated for AEM forms on JEE) Flex Workspace. You can configure AEM forms to send out emails with links to AEM Forms Workspace. To know more about the benefits of AEM Forms Workspace over (Deprecated for AEM forms on JEE) Flex Workspace, see this article.

On the Task Notification page, you can configure templates that forms workflow will use to generate the email notifications that are sent to users and groups. You can customize and format the notifications using forms workflow variables.

You configure the following types of notifications for users and groups:

• reminders

• task assignments

• deadlines

To generate email notifications for a group, specify an email address for the group in User Management. (See Setting up and organizing users.) When forms workflow sends an email notification to a group, each member within the group who has an email address specified receives the email notification. When a member of the group receives an email notification and wants to claim the task, the member must click the claim link in the email notification, which opens the task details page in Workspace. From there, the member can either claim or claim and open the work item.

You can send reminder notifications to the assigned user or group when a deadline to complete a task is approaching. The rules for determining exactly when a reminder notification is sent are determined by the process developer.

You can send task assignment notifications to a user or group when they are assigned a task.

You can send deadline notifications to users and groups when the deadline to act upon an assigned task has passed. A deadline notification is usually informational because the user can no longer act upon the assigned task.

You can configure email to hide to the DO NOT DELETE tracking tag in all emails send in a human-centric process. For details, see How to hide the 'DO-NOT-DELETE' tag with CSS

You can configure templates that forms workflow will use to generate the email notifications that are sent to administrators.

You configure the following types of notifications for administrators:

• stalled branch

• stalled operation

If a branch stalls (stops proceeding either deliberately or because of an error), you can have an email notification sent to an administrator or another user, who can then investigate the problem.

If an operation stalls (stops proceeding either deliberately or because of an error), you can have an email notification sent to an administrator or another user, who can investigate the problem.

The Task Notifications and Administrator Notifications pages provide several features that enable you to customize notification messages:

• rich text editor

• variable picker

• URL generation

The Notification Template area is a rich text editor that enables you to generate HTML for the email notification messages. It provides font and paragraph formatting options, which are found below the Notification Template box. The options include font type, size, style, and color, as well as paragraph alignment and bullets.

For Task Notifications only, Forms workflow includes two predefined URL configurations that you can drag from the Url Generation list into the Notification Template box and then customize:

• OpenTask is available for the Reminder and Task Assignment notification types. This URL provides a link to the task in Workspace, allowing the user to access the task quickly from the email notification. When you drag the OpenTask URL to the Notification Template box, the URL is in the following format:

  http://@@notification-host@@:<PORT>/workpace/Main.html?taskId=@@taskid@@

• ClaimTask is available for the Group - Reminder and Group - Task Assignment notification types. This URL provides a link to the task details page in Workspace, where the user can either claim or claim and open the work item. When you drag the ClaimTask URL to the Notification Template box, the URL is in the following format:

  http://@@notification-host@@:<PORT>/workpace/Main.html?taskId=@@taskid@@

If your solution is deployed in a clustered environment, replace @@notification-host@@ with the cluster address.

<PORT> is the port number of the HTTP listener for the application server. The default HTTP listener port for the supported application servers are as follows:

The Variable Picker list provides useful variables that you can drag-and-drop into the Subject or Notification Template boxes. When you drop a variable in the Subject or Notification Template boxes, it changes to the actual forms workflow variable name with two @ symbols on either side of it, for example, @@taskid@@.

For reminders, task assignments, and deadlines for users and groups, you can use the following variables in the Subject and Notification Template boxes:

If you type the following text in the Subject box for Task Assignment notifications:

Please complete task @@taskid@@

The user receives an email message with the following subject if they are assigned task 376:

Please complete task 376

If you type the following text in the Notification Template box for Stalled Branch notifications:

Branch @@branch-id@@ has stalled! You have received this notification from @@notification-host@@.

The administrator receives an email message that contains the following content if the branch number is 4868 and the server name is ServerXYZ:

Branch 4868 has stalled! You have received this notification from ServerXYZ.

Business Activity Monitoring, an optional module, provides a set of operational dashboards that provide real-time visibility into your operations and key performance indicators.

On the BAM Configuration Settings page, you set the connections to the server that runs BAM so that process-related events can be tracked and transmitted to that server.