M218: Auto Start Triggered by Incoming Email

 

By placing at the beginning of a Workflow a [Message Start Event (email)] (a mechanism for starting a Process triggered by email) the Process which receives the data in the email will be started automatically each time an email is received. For example, if an email of inquiry from an external source comes in an Inquiry Correspondence Process will be triggered.

1. Usage Example of [Message Start Event (email)]

a. Email from a Person

Correspondence sent to the Help Desk, Complaints Hotline, Whistleblowing Officer, etc.

b. System Linkage Email

Supports alert emails from other systems, notification emails from cooperating systems, etc.

2. Set the Starting Address of [Message Start Event (email)]

1. Determine the Recipient Address

Specify the first part of the e-mail address (the section highlighted below in red) in the [Message Start Event (Email)] event settings. The rest of the recipient address will be set by default

• Register the specified start address on the mail sender system or add it to the mailing list (in the event settings you can copy the email address to the clipboard to avoid typing errors)
• You cannot change the domain part and the local part

[e-mail]

3. Set Data Items to Display the Email Data

1. From Address

Create a String type (single line) Data Item to store the sender's email address

2. From Name

This can also be stored in String type (single line) Data Item

3. To/Cc Address

Can be stored in String type (multiple lines) Data Item (this does not include the Recipient Address)

4. To/Cc Name

Can be stored in String type (multiple lines) Data Item

5. Received Date

Can be stored in Datetime type Data Item

6. Email Subject

Can be stored in String type (single line) Data Item (and is also automatically inserted in the Title)

7. Email Body

Can be stored in String type (multiple lines) Data Item

8. Attachment

Can be stored in File type Data Item.

• You do not need to create data items for all of the information, but it will not be retained if the storage destination (i.e. Data item) is not specified
• Emails larger than 31.5MB will not be received (including attachments)
• Processes may not start automatically due to restrictions placed on the entire system account
• It is convenient when switching the workflow application if there is a mechanism to transfer the Process Start Address from a mailing list
• By adding the person in charge of the business to the mailing list it makes it easier to handle incoming errors
• System Administrators can enable and disable this function in the  [System Settings] menu (M318)

R2170: Limitation on the Number of Starting New Process
R2180: Error Notification for E-mail start
BPMN Icons: Message Start Event (email)

---

X. Business Apps

• Postal Matter Sending Process
• Inquiry Handling Process
• Product Demo Flow