topic Re: Send e-mail when person is assigned workflow in Alfresco Archive

Send e-mail when person is assigned workflow

durrell — Fri, 09 Apr 2010 15:48:41 GMT

I've researched this and can't find a definitive answer. I'm sure it's fairly straight forward, but I just can't figure out the swimlanes and task events, blah blah blah.Can anyone point me in the right direction? Basically I need:Assign document to user for review > send user e-mail notifying th

Re: Send e-mail when person is assigned workflow

hsohaib — Fri, 09 Apr 2010 17:09:55 GMT

you should use the standard example of review workflow, and add the fellowing action to send mail to the personne assigned :


<action class="org.alfresco.repo.workflow.jbpm.AlfrescoJavaScript">
               <runas>admin</runas>
                 <script>
                    <!– Send a notification email to the reviewer –>
                          var mail = actions.create("mail");
                    mail.parameters.to = bpm_assignee.properties.email;
                    mail.parameters.subject = "new Review Task";
                    mail.parameters.template = companyhome.childByNamePath("Data Dictionary/Email Templates/notify_user_email.ftl");
                 mail.parameters.text = "A document awaiting your approval at Alfresco";
                    mail.execute(bpm_package.children[0]);
           </script>
</action>
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Re: Send e-mail when person is assigned workflow

durrell — Mon, 12 Apr 2010 14:38:09 GMT

Thanks for the reply.

Does it matter where this is in the file? It doesn't seem to be working for me.

Is "review_processdefinition.xml" the correct file?

Thanks.

Re: Send e-mail when person is assigned workflow

hsohaib — Mon, 12 Apr 2010 17:14:06 GMT

sure, it matters where you put it, you want that code to be executed once the initiator submits the document for review, therefor it should be executed when the start task is completed, and the transition to the review task is activated, therefore for "review_processdefinition.xml" the start task becomes :


    <start-state name="start">
        <task name="wf:submitReviewTask" swimlane="initiator" />
        <transition name="" to="review" >
               <action class="org.alfresco.repo.workflow.jbpm.AlfrescoJavaScript">
               <runas>admin</runas>
                 <script>
                    <!– Send a notification email to the reviewer –>
                          var mail = actions.create("mail");
                    mail.parameters.to = bpm_assignee.properties.email;
                    mail.parameters.subject = "new Review Task";
                    mail.parameters.template = companyhome.childByNamePath("Data Dictionary/Email Templates/notify_user_email.ftl");
                 mail.parameters.text = "A document awaiting your approval at Alfresco";
                    mail.execute(bpm_package.children[0]);
                 </script>
               </action>
       </transition>
    </start-state>
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Re: Send e-mail when person is assigned workflow

durrell — Tue, 13 Apr 2010 15:17:59 GMT

That doesn't seem to work for me.

Caused by: org.jbpm.jpdl.JpdlException: [[ERROR] cvc-complex-type.2.4.a: Invalid content was found starting with element 'action'. One of '{"urn:jbpm.org:jpdl-3.1":task, "urn:jbpm.org:jpdl-3.1":transition, "urn:jbpm.org:jpdl-3.1":event, "urn:jbpm.org:jpdl-3.1":exception-handler}' is expected. line 10, [FATAL] The element type "start-state" must be terminated by the matching end-tag "</start-state>". line 22, [ERROR] couldn't parse process definition]‍

I copied and pasted into the exact spot in the same file, so I'm not sure why it's complaining. Alfresco doesn't start as a result, though.

Re: Send e-mail when person is assigned workflow

hsohaib — Tue, 13 Apr 2010 15:31:15 GMT

could you past the whole process definition ? it's surely a missing tag somewhere

Re: Send e-mail when person is assigned workflow

durrell — Tue, 13 Apr 2010 17:26:21 GMT


<?xml version="1.0" encoding="UTF-8"?>^M
^M
<process-definition xmlns="urn:jbpm.org:jpdl-3.1" name="wf:review">^M
^M
    <swimlane name="initiator" />^M
^M
    <start-state name="start">^M
        <task name="wf:submitReviewTask" swimlane="initiator" />^M
        <transition name="" to="review" />^M
                <action class="org.alfresco.repo.workflow.jbpm.AlfrescoJavaScript">
               <runas>admin</runas>
                 <script>
                    <!– Send a notification email to the reviewer –>
                          var mail = actions.create("mail");
                    mail.parameters.to = bpm_assignee.properties.email;
                    mail.parameters.subject = "new Review Task";
                    mail.parameters.template = companyhome.childByNamePath("Data Dictionary/Email Templates/notify_user_email.ftl");
                 mail.parameters.text = "A document awaiting your approval at Alfresco";
                    mail.execute(bpm_package.children[0]);
           </script>
</action>
</transition>
</start-state>^M
^M
    <swimlane name="reviewer">^M
        <assignment class="org.alfresco.repo.workflow.jbpm.AlfrescoAssignment">^M
            <actor>#{bpm_assignee}</actor>^M
        </assignment>    ^M
    </swimlane>^M
^M

    <task-node name="review">^M
        <task name="wf:reviewTask" swimlane="reviewer">^M
            <event type="task-create">^M
                <script>^M
                    if (bpm_workflowDueDate != void) taskInstance.dueDate = bpm_workflowDueDate;^M
                    if (bpm_workflowPriority != void) taskInstance.priority = bpm_workflowPriority;^M
                </script>^M
            </event>^M
        </task>^M
        <transition name="approve" to="approved" />^M
        <transition name="reject" to="rejected" />
    </task-node>^M
^M
    <task-node name="rejected">^M
        <task name="wf:rejectedTask" swimlane="initiator" />^M
        <transition name="" to="end" />^M
    </task-node>^M
^M
    <task-node name="approved">^M
        <task name="wf:approvedTask" swimlane="initiator" />^M
        <transition name="" to="end" />^M
    </task-node>^M
^M
    <end-state name="end" />^M
^M
</process-definition>
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Re: Send e-mail when person is assigned workflow

lucille_arkenst — Tue, 13 Apr 2010 18:01:57 GMT

Hi… hope you don't mind my joining in… the transition tag was closed out too soon:

<transition name="" to="review" />‍

Once you fix that the start-state tag should look like this:


  <start-state name="start">
    <task name="wf:submitReviewTask" swimlane="initiator" />
    <transition name="" to="review">
      <action class="org.alfresco.repo.workflow.jbpm.AlfrescoJavaScript">
        <runas>admin</runas>
        <script>
          <!– Send a notification email to the reviewer –>
          var mail = actions.create("mail");
          mail.parameters.to = bpm_assignee.properties.email;
          mail.parameters.subject = "new Review Task";
          mail.parameters.template = companyhome.childByNamePath("Data Dictionary/Email Templates/notify_user_email.ftl");
          mail.parameters.text = "A document awaiting your approval at Alfresco";
          mail.execute(bpm_package.children[0]);</script>
      </action>
    </transition>
  </start-state>
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Cheers

Re: Send e-mail when person is assigned workflow

durrell — Wed, 14 Apr 2010 00:57:30 GMT

Thanks for the help.

Although the error messages are gone, there are still no e-mails being sent when the workflow process starts. Is there any underlying e-mail setup that is required? I figured it would just use the SMTP server just like the invites do.

Re: Send e-mail when person is assigned workflow

lucille_arkenst — Wed, 14 Apr 2010 16:24:02 GMT

The only thing I can think of is to change the "email configuration" section of repostitory.properties. Have you done that yet?

Re: Send e-mail when person is assigned workflow

durrell — Wed, 14 Apr 2010 23:31:13 GMT

Does that file need to be edited if alfresco-global.properties is setup for e-mail?

Re: Send e-mail when person is assigned workflow

lucille_arkenst — Thu, 15 Apr 2010 14:54:14 GMT

That's where the wiki says to put it http://wiki.alfresco.com/wiki/E-mail_Configuration. But it also says you could put it in <TOMCAT_HOME>/classes/alfresco-global.properties. I put mine in repository.properties and it worked. Try it. See if it works for you.

Re: Send e-mail when person is assigned workflow

thomasberment — Thu, 15 Apr 2010 15:03:50 GMT

Hi, I work on the same workflow and I want send an Email too.

I think you are a problem with the actor "reviewer".

In my view, you must send Email after this code :

<swimlane name="reviewer">
      <assignment class="org.alfresco.repo.workflow.jbpm.AlfrescoAssignment">
         <actor>#{bpm_assignee}</actor>
      </assignment>    
   </swimlane>‍‍‍‍‍

This is my workflow, but it doesn't work, it's probably a problem with my script …

<?xml version="1.0" encoding="UTF-8"?>

<process-definition xmlns="urn:jbpm.org:jpdl-3.1" name="wf:review2">

    <swimlane name="initiator" />

    <start-state name="start">
        <task name="wf:submitReviewTask" swimlane="initiator"/>
         <transition name="inReview" to="node1">
         <action class="org.alfresco.repo.workflow.jbpm.AlfrescoJavaScript">
               <script>
                  <variable name="bpm_package" access="read" />
                  <expression>
                     bpm_package.children[0].properties["custom:statutdocument"] = "En relecture";
                     bpm_package.children[0].save();
                  </expression>
               </script>
            </action>
         </transition>
    </start-state>

   <swimlane name="reviewer">
      <assignment class="org.alfresco.repo.workflow.jbpm.AlfrescoAssignment">
         <actor>#{bpm_assignee}</actor>
      </assignment>    
   </swimlane>
   
   <node name="node1">
      <action class="org.alfresco.repo.workflow.jbpm.AlfrescoJavaScript">
         <script>
            <variable name="bpm_package" access="read" />
            <variable name="bpm_assignee" access="read" />
               <expression>
                  <!– Send a notification email to the reviewer–>
                var mail = actions.create("mail");
                mail.parameters.from = "thomasberment@gmail.com";
                mail.parameters.to = bpm_assignee.properties.email;
                mail.parameters.subject = "New Review Task";
                <!–mail.parameters.template = companyhome.childByNamePath("Data Dictionary/Email Templates/notify_user_email.ftl");–>
                mail.parameters.text = "A document awaiting your approval at Alfresco";
                mail.execute(bpm_package.children[0]);
                  </expression>
         </script>
      </action>
      <transition to="review"></transition>
   </node>    
    
    <task-node name="review">
        <task name="wf:reviewTask" swimlane="reviewer">
            <event type="task-create">
              <script>
                 <variable name="bpm_package" access="read" />
                 <variable name="bpm_assignee" access="read" />
                 <expression>
                 if (bpm_workflowDueDate != void) taskInstance.dueDate = bpm_workflowDueDate;
                  if (bpm_workflowPriority != void) taskInstance.priority = bpm_workflowPriority;
                   </expression>
            </script>
            </event>
        </task>
      <transition name="reject" to="rejected">
      </transition>
        
        <transition name="approve" to="approved">
        </transition>
    </task-node>
    
    <task-node name="rejected">
        <task name="wf:rejectedTask" swimlane="initiator" />
        <transition name="" to="end">
           <action class="org.alfresco.repo.workflow.jbpm.AlfrescoJavaScript">
            <script>
               <variable name="bpm_package" access="read" />
                   <expression>
                      bpm_package.children[0].properties["custom:statutdocument"] = "Travail";
                         bpm_package.children[0].save();
                     </expression>
            </script>
         </action>
        </transition>
    </task-node>
    
    <task-node name="approved">
        <task name="wf:approvedTask" swimlane="initiator" />
        <transition name="" to="end">
         <action class="org.alfresco.repo.workflow.jbpm.AlfrescoJavaScript">
            <script>
               <variable name="bpm_package" access="read" />
                   <expression>
                      bpm_package.children[0].properties["custom:statutdocument"] = "Relu";
                         bpm_package.children[0].save();
                     </expression>
            </script>
         </action>
        </transition>
    </task-node>

    <end-state name="end" />

</process-definition>‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍

EDIT : now it works, I added a node to send my Email. But now I have a problem with "connection timeout" …

I edited files, like write in the wiki

C:\Alfresco\tomcat\shared\classes\alfresco-global.properties :

###############################
## Common Alfresco Properties #
###############################

#
# Sample custom content and index data location
#————-
dir.root=C:/Alfresco/alf_data

#
# Sample database connection properties
#————-
db.name=alfresco
db.username=alfresco
db.password=alfresco
db.host=localhost
db.port=3306

#
# External locations
#————-
ooo.exe=C:/Alfresco/OpenOffice.org/program/soffice
ooo.user=C:/Alfresco/alf_data/oouser
img.root=C:/Alfresco/ImageMagick
swf.exe=C:/Alfresco/bin/pdf2swf

#
# Initial admin password
#————-
alfresco_user_store.adminpassword=209c6174da490caeb422f3fa5a7ae634

#
# MySQL connection
#————-
db.driver=org.gjt.mm.mysql.Driver
db.url=jdbc:mysql://${db.host}:${db.port}/${db.name}
hibernate.dialect=org.hibernate.dialect.MySQLInnoDBDialect

#
# Index Recovery Mode
#————-
#index.recovery.mode=Auto

#
# Outbound Email Configuration
#————-
# Sample Gmail settings
mail.host=smtp.gmail.com
mail.port=465
mail.protocol=smtps
mail.username=thomasberment@gmail.com
mail.password=************
mail.encoding=UTF-8
mail.smtp.socketFactory.port = 465
mail.smtp.socketFactory.class = javax.net.ssl.SSLSocketFactory
mail.smtp.socketFactory.fallback = false
mail.smtp.timeout = 25000

# New Properties
mail.smtps.starttls.enable=true
mail.smtps.auth=true

#
# Alfresco Email Service and Email Server
#————-

# Enable/Disable the inbound email service.  The service could be used by processes other than
# the Email Server (e.g. direct RMI access) so this flag is independent of the Email Service.
#————-
#email.inbound.enabled=true

# Email Server properties 
#————-
#email.server.enabled=true
#email.server.port=25
#email.server.domain=alfresco.com
#email.inbound.unknownUser=anonymous

# A comma separated list of email REGEX patterns of allowed senders.
# If there are any values in the list then all sender email addresses
# must match.  For example:
#   .*\@alfresco\.com, .*\@alfresco\.org
# Allow anyone:
#————-
#email.server.allowed.senders=.*

#
# The default authentication chain
# To configure external authentication subsystems see:
# http://wiki.alfresco.com/wiki/Alfresco_Authentication_Subsystems
#————-
#authentication.chain=alfrescoNtlm1:alfrescoNtlm

#
# IMAP
#————-
#imap.server.enabled=true
#imap.server.port=143
#imap.server.host=localhost
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C:\Alfresco\tomcat\shared\classes\alfresco\extension\custom-email-context.xml :

<?xml version='1.0' encoding='UTF-8'?>
<!DOCTYPE beans PUBLIC '-//SPRING//DTD BEAN//EN' 'http://www.springframework.org/dtd/spring-beans.dtd'>

<beans>
<!–                        –>
<!– MAIL SERVICE           –>
<!–                        –>

<bean id="mailService" class="org.springframework.mail.javamail.JavaMailSenderImpl">
    <property name="host">
        <value>${mail.host}</value>
    </property>
    <property name="port">
        <value>${mail.port}</value>
    </property>
    <property name="protocol">
        <value>${mail.protocol}</value>
    </property>
    <property name="username">
        <value>${mail.username}</value>
    </property>
    <property name="password">
        <value>${mail.password}</value>
    </property>
    <property name="defaultEncoding">
        <value>${mail.encoding}</value>
    </property>
    <property name="javaMailProperties">
    <props>
      <prop key="mail.smtp.auth">${mail.smtp.auth}</prop>
      <prop key="mail.smtp.socketFactory.port">${mail.smtp.socketFactory.port}</prop>
      <prop key="mail.smtp.socketFactory.class">${mail.smtp.socketFactory.class}</prop>
      <prop key="mail.smtp.socketFactory.fallback">${mail.smtp.socketFactory.fallback}</prop>
      <prop key="mail.smtp.timeout">${mail.smtp.timeout}</prop>
    </props>
  </property>
</bean>
</beans>‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍

Can you put your config to send e-mail ?

Re: Send e-mail when person is assigned workflow

lucille_arkenst — Thu, 15 Apr 2010 16:05:53 GMT

I tried the gmail example (also added parameters, like you did), but it seems like the less code I write, the better it works. I don't know why.


# Sample Gmail settings
mail.host=smtp.gmail.com
mail.port=465
mail.protocol=smtps
mail.username=user@gmail.com
mail.password=password

# New Properties
mail.smtps.starttls.enable=true
mail.smtps.auth=true
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I would temporarily remove any other parameters you have that are not included in the example (like socketFactory, etc. Remember to comment it from the other files also) and see if it works.

Re: Send e-mail when person is assigned workflow

thomasberment — Fri, 16 Apr 2010 12:46:07 GMT

Hi, I tried many solutions to send an Email, but it never works !

I thought of something, I have a proxy. Is it possible that this is my problem ?

Re: Send e-mail when person is assigned workflow

durrell — Fri, 16 Apr 2010 18:03:31 GMT

I got this working on my development server (running Alfresco 3.3dev), but I can't get it running on 3.2r. Not sure why. Going to work on it more during my maintenance window on Tuesday.

Re: Send e-mail when person is assigned workflow

lucille_arkenst — Tue, 20 Apr 2010 21:16:54 GMT

Hi Durrell, I need to write code to send emails too… so I wanted to use something that we know works already. I modified review_processdefinition.xml with the code we were discussing before, but it is not working for me. My email configuration is set up correctly. Did you have to do anything else to review_processdefinition.xml in order to get it to work? Also, this process is kicked off when you click "Advanced Workflow" -> "Review & Approve (Review & approval of content)", right?

      <start-state name="start">
        <task name="wf:submitReviewTask" swimlane="initiator" />
        <transition name="" to="review">
          <action class="org.alfresco.repo.workflow.jbpm.AlfrescoJavaScript">
            <runas>admin</runas>
            <script>
              <!– Send a notification email to the reviewer –>
              var mail = actions.create("mail");
              mail.parameters.to = bpm_assignee.properties.email;
              mail.parameters.subject = "new Review Task";
              mail.parameters.template = companyhome.childByNamePath("Data Dictionary/Email Templates/notify_user_email.ftl");
              mail.parameters.text = "A document awaiting your approval at Alfresco";
              mail.execute(bpm_package.children[0]);</script>
          </action>
        </transition>
      </start-state>
‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍

Re: Send e-mail when person is assigned workflow

hsohaib — Tue, 20 Apr 2010 21:20:41 GMT

Hi, I tried many solutions to send an Email, but it never works !

I thought of something, I have a proxy. Is it possible that this is my problem ?

Sure it could be the problem, some companies requires the host to be in their whitelist in order to send mail, you should check with the administrator

Re: Send e-mail when person is assigned workflow

durrell — Wed, 21 Apr 2010 20:48:51 GMT

Hi Durrell, I need to write code to send emails too… so I wanted to use something that we know works already. I modified review_processdefinition.xml with the code we were discussing before, but it is not working for me. My email configuration is set up correctly. Did you have to do anything else to review_processdefinition.xml in order to get it to work? Also, this process is kicked off when you click "Advanced Workflow" -> "Review & Approve (Review & approval of content)", right?

That's right. I still can't get it working on 3.2r Enterprise. Not sure if my e-mail settings are off or what. 3.3dev Community it works like a champ.

Re: Send e-mail when person is assigned workflow

lucille_arkenst — Wed, 21 Apr 2010 20:58:28 GMT

OK… yes, I've heard the Community version is very good. Thank you for the update.
By the way, are you using your workflow in Alfresco Explorer, or Alfresco Share? Or both?