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Mitratech Success Center

Email Setup

Document Routing and Document both allow you to configure email notifications. This section describes the configuration required.

SMTP Configuration

This configuration is required for both the Document and the Document Routing Notifications.

The SMTP email configuration information must be copied to the DataStoreDSX Service configuration file.

  1. Locate and open the following two files for editing:
  • HitecLabs.DataStore.DocumentRoutingEmailPlugin.dll.config – contains example Document Routing email notification configuration information
  • HitecLabs.DataStore.DataStoreService.exe.Config – paste the edited example information in to the appropriate sections of this file.
  1. In the HitecLabs.DataStore.DocumentRoutingEmailPlugin.dll.config file, locate the following lines:

<system.net>
    <mailSettings>
        <smtp deliveryMethod="Network">
            <network
                host="mail.example.com"
                port="25"
            />
        </smtp>
    </mailSettings>
</system.net>

Edit the line host="mail.example.com", replacing the example mail host with the name of the host you are using.

If required, edit the line port="25" replacing 25 with the port number you are using.

  1. Copy the edited lines and paste them in the file HitecLabs.DataStore.DataStoreService.exe.Config immediately above the last line of the file:

</configuration>

  1. In the HitecLabs.DataStore.DocumentRoutingEmailPlugin.dll.config file, locate the following line:

<section name="HitecLabs.DataStore.DocumentRoutingEmailPlugin.Settings" type="System.Configuration.ClientSettingsSection, System, Version=4.0.0.0, Culture=neutral, PublicKeyToken=b77a5c561934e089" requirePermission="false"/>

and paste it in the file HitecLabs.DataStore.DataStoreService.exe.Config immediately below the line which starts with the text:

<sectionGroup name="applicationSettings"

If this line is already in the file HitecLabs.DataStore.DataStoreService.exe.Config do not copy it again.

  1. Save both files and restart the DataStoreDSX Service.

Document Routing Email Configuration

The recipients of the Document Routing notifications are configured in the Search Template. See “Using a Document Route” for an example.

The email configuration information must be copied to the DataStoreDSX Service configuration file.

  1. Locate and open the following two files for editing:
  • HitecLabs.DataStore.DocumentRoutingEmailPlugin.dll.config – contains example Document Routing email notification configuration information.
  • HitecLabs.DataStore.DataStoreService.exe.Config – paste the edited example information in to the appropriate sections of this file.
  1. In the HitecLabs.DataStore.DocumentRoutingEmailPlugin.dll.config file, locate the following lines:

<HitecLabs.DataStore.DocumentRoutingEmailPlugin.Settings>
    <setting name="FromAddress" serializeAs="String">
        <value>Alison.Heard@mitratech.com</value>
    </setting>
    <setting name="ReplyToAddress" serializeAs="String">
        <value />
    </setting>
    <setting name="MessageSubjectTemplate" serializeAs="String">
        <value>New document in {0} state</value>
    </setting>
    <setting name="MessageBodyTemplate" serializeAs="String">
        <value>A document has been moved into the {0} state by {1}. This document may now require your attention. You can find the document using the "{2}" search             template.
        </value>
    </setting>
</HitecLabs.DataStore.DocumentRoutingEmailPlugin.Settings>

These settings were used to generate the following email which shows the notification sent when user andy transitioned a document to the state In Review using the Search Template Document name.

image

  1. Edit these settings as required to create the required email and paste the edited lines in the file HitecLabs.DataStore.DataStoreService.exe.Config immediately below the line which starts with the text:

<applicationSettings>

  1. In Management Studio, expand the Configuration Options in the tree view and select Plug-in Options. Configure the Service Plug-in Path to be the location of the file DocumentRoutingEmailPlugin.dll. See “Configure Email Notifications when a Document Changes State” for details. Save the changes.
  2. Save both files and restart the DataStoreDSX Service.

Document Inventory Email Configuration

The email configuration information for Document is configured in Management Studio. See “Inventory Expiry Notification Settings” for more information.

Changing the Document Email Contents

The contents of the email for the Document notification are configured in a mail merge template. The default template is called ExpiryNotificationDefault.docx. To change the email contents, locate this file and edit it in Word.

image

The text in the email can be edited, but the template must begin with <<TableStart:Report>> and must end with <<TableEnd:Report>>. The following fields allow information about the Search template and Document to be included in the email notification.

<<Title>> – this is replaced with the text entered for Title on the Expiry Notification Service Configuration screen.

<<TableStart:Notification>> – defines the start of the document expiry report. When multiple documents are due to expire, the notifications are merged in to a single email.

<<SearchTemplateName>> – This is replaced with the name of the Search Template configured for Document which is configured to send expiry notifications.

<<FieldConfogurationName>> – The name of the in the Search Template which has been configured with documents which have expiry notifications configured.

<<DoumentType>> – The Document Type of the document which has expiry notifications configured.

<<PrimaryFieldValue>> – When the document which is about to expire is part of the Primary business entity’s document, the value is listed. See “Inventory Items” for more information.

<<SecondaryFieldValue>> – When the document which is about to expire is part of the Secondary business entity’s document, the value is listed. See “Inventory Items” for more information.

<<TableEnd:Notification>> – Defines the end of the document expiry report. When multiple documents are due to expire, the notifications are merged in to a single email.

The default email template described above was used to generate the following email.

image

This example shows an email containing three notifications for the Search Template Document.

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