K2 SmartActions Pre-Installation

The requirements mentioned in this topic must be in place before the K2 SmartActions is implemented. Certain aspects of the pre-installation requirements will be verified by the installer at install time. It is therefore more advantageous to implement these updates prior to attempting the installation. When Exchange Online is used for SmartActions, the online email address must be associated with a local Active Directory Account or email actions will not fire and the following error will be reported: "System.Exception: No destinations could send the message Workflow item received."

K2 SmartActions, which utilizes e-mail as a means of notifying the end user of a worklist item may encounter a limitation owing to the number of e-mails that the Microsoft Exchange server will permit the K2 Server to send per minute.This limitation may not be encountered as much under previous circumstances as not all process instances would have relied on e-mail. The differentiator for K2 SmartActions is that e-mail is one of the primary means of user notification with the potential for multiple e-mails being sent per process instance per default activity.

The information contained in the accompanying document will enable a System Administrator to reconfigure the Microsoft Exchange server to permit a higher volume of e-mail messaging to be permitted by the K2 Server Service Account : KB001269 - How to Reconfigure Microsoft Exchange Server Maximum E-mails per minute limitation File

Listener Mail box

By default, K2 SmartActions uses the Exchange mailbox associated with the K2 Service account. However, any dedicated account can be used and ensures that the K2 Server will respond only to the incoming K2 SmartActions e-mail.  Using a non-dedicated mailbox for SmartActions may result in erroneous notifications and responses, and could impact server performance.

During installation, the K2 Setup Manager will query Exchange for the mailbox of the K2 Service Account, by default, or for the mailbox associated with the specified user. If a mailbox is not found, the entry in the configuration file is left empty. If a mailbox is found the configuration file is updated but can be changed at a later time without re-running the K2 Setup Manager. For information on how to do this, see the K2 SmartActions Installation topic.

Messaging Protocols Supported

 K2 SmartActions supports the following protocol, which is installed and configured at the time of installation:

• Exchange Server: Installs automatically as part of the K2 installation and is supported out of the box

If the mailbox configured for SmartActions becomes full, SmartActions will fail and report an error stating that the mailbox is full. It is therefore important to regularly log into the mailbox as the configured account using OWA (Outlook Web App - previously called Outlook Web Access) and delete or archive SmartAction emails.