E-mail Messaging Methodology
To use SmartActions the reply to the K2 Server the end use requires access to an email client. The following requirements and methodologies must be adhered to:
- The serial number that is provided with the first notification email must be retained in the reply. Best practice to avoid the K2 Server from rejecting incoming e-mails is to advise information workers not to delete any content from the email
- The end user can use 1 of the following methods
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- A full response action word for example "approve"
- An Action word synonym i.e. approve's synonym might be approved or a
- The end user may use sentence parsing or phrase passing, for example
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- Please approve this item
- Approve this
- This is approved
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For sentence parsing to work as expected, the Action words used when parsed must be added as synonyms for them to be recognized or be configured actions. |
Answering K2 Server Notifications
The end user can interact with the K2 Server to do 1 of the following tasks.
- sleep
- redirect
- delegate
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When delegating or directing a worklist item the individual email addresses of the recipients must be specified. Roles and Groups cannot be used. |
Sleep
Sleep requires a future date/time or value in hours . . If an error occurs, there is a new ‘SmartActions.SleepError’ message file.
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The user will provide time in hours, the system will multiply by 3600 (to get seconds) parse the seconds to the API |
The following date and time formats are supported:
- ShortDate
- LongDate
- ShortTime
- LongTime
- ShortDateAndTime
- LongDateAndTime
Redirect
The redirect Action Redirects the process instance to the specified user. This option removes the worklist item from the worklist of the initial recipient and it appears thereafter on the new user's worklist.
- Only 1 user may be specified (if more than one is specified we take the first one and ignore the rest
- If a group or distribution list is specified, enumerate the group members and redirect to the first user found. Do not use Nested groups.
- If an error occurs, there is a new ‘SmartActions.RedirectError’ message file
Delegate
Recipients can delegate the work items to an alternative user. A copy of the item is retained on the worklist of the initial recipient and the user to which the worklist item was redirected.
- 1 or more users or groups may be specified
- If a group or distribution list is specified, the group must be enumerated manually. Nested groups cannot be used
- If an error occurs, there is a new ‘SmartActions.DelegateError’ message file
