K2 Server Configuration File

Once K2 SmartActions has been installed, the messaging customization for the K2 Server needs to be configured. All messaging is managed according to what is contained with the K2 Server configuration file. The K2 Server configuration file (K2HostServer.config) is located at <install drive>:\Program Files (x86)\K2 blackpearl\Host Server\Bin. The configuration file enables the Administrator to configure the operation of K2 SmartActions.

K2 [blackpearl or blackpoint]\Host Server\Bin\K2HostServer.config, is used to configure the following items, which are configured by editing the file as illustrated below. The following items can be configured:

1. K2 SmartActions that action the process
2. Synonyms which can be used in addition to the prescribed Actions
3. Help for the Information Worker
4. Error handling Messaging
   

K2 Server Configuration File Example

Shown below is an example code sample for SmartActions. This section contains tags which configure the following:

• The messaging files that the K2 Server uses: each text file is an individual message template
• Standard Actions and their synonyms. The tag is actionsStandard.
• Configured actions which have the same affect as a standard action except that they are user configured and standard actions will take precedence over them. The tag name is actionsConfigured

  <messageBus>
    <!--
          If you do not use the Service Account for MessageBus, remember to update the connection
          strings.
        -->
    <system self="K2:DENALLIX\Administrator" enableListeners="true" allowAmbiguity="true" />
    <messages>
      <help filename="Templates\Messages\MessageBus.Help" />
      <unhandledError filename="Templates\Messages\MessageBus.UnhandledError" />
      <error filename="Templates\Messages\MessageBus.Error" />
      <replyFormat filename="Templates\Messages\MessageBus.ReplyFormat" />
    </messages>
    <smartActions>
      <messages>
        <help filename="Templates\Messages\SmartActions.Help" />
        <actions filename="Templates\Messages\SmartActions.Actions" />
        <unhandledError filename="Templates\Messages\SmartActions.UnhandledError" />
        <error filename="Templates\Messages\SmartActions.Error" />
        <actionExecuted filename="Templates\Messages\SmartActions.ActionExecuted" />
        <standardActions filename="Templates\Messages\SmartActions.StandardActions" />
        <standardActionsWithDescriptions filename="Templates\Messages\SmartActions.StandardActionsWithDescriptions" />
        <sleep filename="Templates\Messages\SmartActions.Sleep" />
        <sleepError filename="Templates\Messages\SmartActions.SleepError" />
        <redirect filename="Templates\Messages\SmartActions.Redirect" />
        <redirectError filename="Templates\Messages\SmartActions.RedirectError" />
        <delegate filename="Templates\Messages\SmartActions.Delegate" />
        <delegateError filename="Templates\Messages\SmartActions.DelegateError" />
        <itemNotFound filename="Templates\Messages\SmartActions.ItemNotFound" />
      </messages>
      <synonyms>
        <actionsStandard>
          <!-- Supported synonyms for the Redirect action -->
          <action value="redirect">
            <!-- Shorthand -->
            <synonym value="r" />
          </action>
          <!-- Supported synonyms for the Delegate action -->
          <action value="delegate">
            <!-- Shorthand -->
            <synonym value="d" />
          </action>
          <!-- Supported synonyms for the Sleep action -->
          <action value="sleep">
            <!-- Shorthand -->
            <synonym value="s" />
          </action>
          <!-- Supported synonyms for the Help action -->
          <action value="help">
            <synonym value="h" />
            <synonym value="?" />
          </action>
          <!-- Supported synonyms for the Actions action -->
          <action value="actions">
            <synonym value="a" />
          </action>
        </actionsStandard>
        <actionsConfigured>
          <!-- Common configured actions and allowable alternatives -->
          <!--
          <action value="approve">
            <synonym value="approved" />
          </action>
          <action value="decline">
            <synonym value="declined" />
            <synonym>reject</synonym>
            <synonym value="rejected" />
          </action>
        -->
        </actionsConfigured>
      </synonyms>
    </smartActions>
  </messageBus>

K2 SmartAction Messaging Template Files

The messages that are used by the K2 Server are all located in the following location ...K2 blackpearl\Host Server\Bin\Templates\Messages. Located in the folder is a collection of text files which can be updated to include information to fit your organization’s needs. When the files are opened you will notice that the text file is a combination of plain text and fields which are populated when the message is sent to the Information Worker. Shown below is an image of the folder along with a list of the text files that can be expected and found in that location.

• Message Bus System Error Messaging Templates
• • MessageBus.Error
  • MessageBus.Help
  • MessageBus.ReplyFormat
  • MessageBus.UnHandledError
• For SmartActions Messaging
• • SmartActions.ActionExecuted
  • SmartActions.Actions
  • SmartActions.Delegate
  • SmartActions.DelegateError
  • SmartActions.Error
  • SmartActions.Help
  • SmartActions.ItemNotFound
  • SmartActions.Redirect
  • SmartActions.RedirectError
  • SmartActions.Sleep
  • SmartActions.SleepError
  • SmartActions.StandardActions
  • SmartActions.StandardActionsWithDescriptions
  • SmartActions.UnhandledError

The text files are system files and designed to work in conjunction with the K2 Server. Although they can be modified, it is recommended that the messaging remains as is unless specific organizational requirements require that they be changed.

Shown below is an example of one of the text files namely the SmartActions.ActionExecuted.txt file. The fields indicated by the {} brackets are populated at run time when the e-mail is sent to the information worker. The wording can be change, but if these fields are removed from the text crucial information relating the worklist item will be lost.

It is not currently possible to edit the text file to include HTML for corporate branding purposes, for example. The html would appear as plain text in the e-mail received by the user.

On {date} you successfully actioned the worklist item:
Action: {action} 
Serial Number: {serial number} 

You can disable the auto-reply email which the SmartActions account sends to a user once an item is actioned by that user, by switching the ActionExecuted "enabled" flag to false in the K2HostServer.exe.config file as follows:

In the K2HostServer.exe.config file, under <SmartActions><Messages> you will see a list of SmartActions reply messages, look for the following key:

<actionExecuted filename="Templates\Messages\SmartActions.ActionExecuted" >

Change the key to:

<actionExecuted filename="Templates\Messages\SmartActions.ActionExecuted" enabled="false"/>

Restart your server and no more "ActionExecuted" emails will be sent.