[quote user="Sue G "]
hello,
we are relatively new to onbase, and now have a request to email a user when a document is in their queue, but only send a single email a day (if 50 documents enter their queue, send one email to them). I am browsing around to see how it can be done, and have a few questions. Do we need distribution services? and if so, is this another licensed software we need to purchase? Can workflow send to our campus email system (currently zimbra soon to be gmail vs internal onbase mail)? I'm sure I'll have follow on questions regarding how to get this accomplished but wanted to start with -- do we have the neccessary software to even try to get it to work?
Clarifying a couple of things.
Email when a document is in their queue: If you're referring to a load balanced user, this is likely to require some scripting. Otherwise you'd have to build a separate queue that has a "Counter" document for each load balanced user, where that document counts the documents in the main queue for that user, and then you'd fire one notification for each counter document. Can be done, takes some time and is clunky.
Distribution Service costs nothing extra. However, it's designed around simple SMTP. If you want to do something with GMail, that's going to be a pain.
The issue with GMail is that they require TLS and authentication to use SMTP; neither of which OnBase Distribution Service supports at this time. The issue is GMail, not OnBase. GMail wants to verify the authenticity of every email generated through them.
If you've got programmers who understand the syntax, you could in theory write a program and call it from Workflow. More information at this link:
http://stackoverflow.com/questions/11046135/how-to-send-email-using-simple-smtp-commands-via-gmail
If you got that to work, Distribution Service isn't needed. Just Workflow and Workflow Timer Administrator.
