How do I configure email notifications in 2c8 Apps?

In 2c8 Apps, you can activate automatic emails to be sent. The following events trigger these emails:

• Maintenance flow for models (via 2c8 Approve). 
• Subscribers for published models. 

With the release of version 5.4, we also released our new product 2c8 Approve. In 2c8 Approve, the users can approve and review models as a part of the maintenance flow. 2c8 Modeling Tool and 2c8 Lite users automatically get access to 2c8 Approve and can see their models in their dashboard. Those license users with no license for 2c8 Modeling Tool or 2c8 Lite rely on email notifications to access the models they need to approve. 

 

1. Email notifications for 2c8 Approve 

1.1 Roles in the Maintenance Flow

The roles used in 2c8 Approve are described below: 

Draft organizer: a person with the privilege to accept drafts 

Creator: a person that has created a model 

Modeler: a person assigned to edit and maintain the model 

Reviewer: a person assigned as reviewer 

Approver: a person assigned as approver 

 

1.2 Automatic email notifications 

2c8 Approve sends automatic emails in the following situations: 

The creator of a model gets an email: 

• When their draft has been rejected.

The repository organizer gets an email: 

• When there is a draft to manage. 

The modeler gets an email: 

• When they are set as a modeler of a draft that has been moved to a repository. 
• When the model has been rejected when reviewed. 
• When the model has been rejected during approval. 
• When the model has been approved. 

The reviewer gets an email:

• When there is a model to review. 
• When a model sent to be reviewed has been revised. 

The approver gets an email: 

• When there is a model to approve.
• When a model sent to be approved has been revised. 

2. Email notifications for subscribers 

2.1 Subscribers for models 

In 2c8 Modeling Tool you can set subscribers which will get a notification sent to their email address when a model they are subscribed to is published (applies to ftp publishing). These users do not need to have a license in 2c8 Apps.

 

2.2 Automatic mail notifications 

Subscribers get an email in the following situations:

• When a model they are set as subscribers to has been updated. P

3. Configure outgoing mail server in 2c8 Server functionality 

For 2c8 Approve to be able to send automatic email notifications an outgoing mail server must be configured in 2c8 Server functionality. Log in to the administration console for Payara/Glassfish. Select “Resources – JavaMail Sessions” and click on “New…”. Create a new JavaMail Session with the JNDI name “mail/workflow”. 

 

Enter the mandatory values: 

Mail Host: Hostname for the outgoing mail server 

Default User: User account for login to the mail server 

Default Sender Address: Mail address to send mail from 

 

The basic properties to use are: 

mail.smtp.auth=true (Use authentication for mail server login)

mail.smtp.password=12345 (Password for authentication)

mail.smtp.starttls.enable=true (Use STARTTLS to handle encrypted

communication channel) 

mail.smtp.port=587 (Mailserver port to use) mail.always.same.sender=true or false (Set to ”false” if mail should appear to be sent from workflow@2c8.com, set to ”true” if mail should appear to be sent from ”Default Sender Address”) 

mail.iso2lang=en (the language used in the mails. The other available option is ”sv” for Swedish). 

 

Please note that the values to use differ between different mail servers. The next sections describe some examples of settings to use for some common email services. 

 

3.1 Microsoft Online 

Mail Host: smtp.office365.com 

mail.always.same.sender=true 

mail.smtp.auth=true 

mail.smtp.password=Password for the account “Default User”

mail.smtp.starttls.enable=true 

mail.smtp.port=587 

 

3.2 Gmail 

Demands that the Gmail account is accessible from “Less secure apps”.

Mail Host: smtp.gmail.com 

mail.always.same.sender=true or false 

mail.smtp.auth=true 

mail.smtp.password=Password for the account “Default User”

mail.smtp.starttls.enable=true 

mail.smtp.port=587 

 

3.3 NTLM authentication 

To use NTLM authentication, add the following properties (replace “example.com” with your domain): 

mail.smtp.auth.mechanisms=NTLM

mail.smtp.auth.ntlm.domain=example.com 

 

4. User email addresses for notifications 

The emails sent from 2c8 Apps are sent to the email address submitted for the user in 2c8 Portal. For subscribers without a license in 2c8 Apps, you add the subscribers' email addresses in 2c8 Modeling Tool.