Configure Email Based Approvals

The email based approvals functionality allows task assignees to perform task actions such as APPROVE, REJECT, and SUBMIT without the need of logging in to the Process Automation Workspace.

To use this functionality, as a prerequisite, you must configure an inbound email account in the workspace administration of Process Automation.

Note:

If you are using your organization’s email server, ensure email server connectivity by appropriately configuring the firewall settings.
To configure an inbound email account, you can either use a basic authentication with application password or Oauth2 with client credentials grant type.

When a human task process containing task actions is started, Process Automation triggers a task email notification to the task assignee who opens the email and views the notification. The notification contains links of the task actions such as APPROVE, REJECT, and SUBMIT. Clicking on the task action link opens the default email client and displays the compose email page. The task assignee sends the email without modifying the contents of the email.

Note:

The compose email page includes a NID code. Do not delete or modify the NID code.
Do not modify or delete any content below the following note:

"-----Do not edit below this line-----"
Additionally, you can add comments for the task action in the beginning section of the mail body before the following note:

"------Please type your comments above this line------".

If comments are mandatory for a task action, the following note appears in the mail body:

"Note: Comments are mandatory for this task action"

Process Automation receives the incoming email and processes the NID along with any comment to update the task with the corresponding task assignee's action and comment.

To configure an inbound email account in Workspace Administration:

In Workspace, open the navigation pane and expand Administration. Click Registered Services..
The Registered Services page displays.
Click the Register new service drop-down.
Process Automation displays
- The available cloud services that you can register with the process instance.
- Email Inbound
Choose Email Inbound.

Enter the following information to register a new inbound email account.

Field

Information

Auth Type

Choose one of the following authentication types:

Basic Auth
OAuth2

Note:
By default, Process Automation supports only client credentials grant type for OAuth2.

Account Type

Choose the account type such as IMAP or POP.

Mail id

Enter the email id of the inbound email account that is used to send task approvals.

User id

Enter the user id of the inbound email account.

Client Id

Enter the unique identifier of the OAuth client application. Obtain this value from your email service provider. This field appears only when you select OAuth2.

Client Secret

Enter the secret string of the OAuth client application to authenticate. Obtain this value from your email service provider. This field appears only when you select OAuth2.

Scope

Enter the inbound account resource access permissions authorized to OAuth client application for the inbound account resources. Obtain this value from your email service provider. This field appears only when you select OAuth2.

OAuth Token URL

Enter the token endpoint URL provided by OAuth server to obtain the access token. Obtain this value from your email service provider. This field appears only when you select OAuth2.

Application password

Enter the password of the email client application.

Note:

Do not enter the user login password of the email account.
This field appears only when you select Basic Auth.

Host

Enter the email server host name of the email service provider.

Port

Enter the email server port number of the email service provider.

Connection Type

Choose the connection type of the email service such as SSL or STARTTLS.

SSL Trust

Enter the SSL Trust Host. To configure multiple SSL Trust hosts, enter the names separated by a white space.

Click Test connection to check whether the connection works.

A confirmation message appears.

Note:
You cannot register the service until the test connection is successful.
Click Register.
Note:
- You cannot delete an email inbound account. To delete the email inbound account, contact Oracle Support.
- You can register only one email account for each process service instance.
  Repeat these steps for every instance for which you want to configure the email based approval functionality. It is preferred to use environment specific email account names. For example, claims_approvals@<company name.com>, employee_leave_approvals@<company name.com>
- After you register the email inbound service, you can view the account details using the View option. If required, the Administrator can use the edit option to modify all the fields except the Mail id field.