Note: Ephesoft supports POP3 as well as IMAP(in 2.4 and above).

 

Applies to: v3.0.x or lower

 

Email import feature allows the user to import the incoming emails. It converts the email and the attached documents to tiff images and process them. This feature can be turned ON or OFF according to the users need. Follow the steps to know how to change the email- import settings.

Open the applicationContext.xml file located in the Application folder.

C:\Ephesoft\Application

Right click on applicationContext.xml and click on Edit. Look for the following line highlighted in the image below.

900px-Email-configuration_-_Copy

Remove the highlighted –> arrow and paste it in the line above it. Refer to the image below.

900px-Email-configuration_-_Copy_(2)

The email-import has been configured. Restart the Ephesoft server before using.

 

Sample CRON expression for pickup times

Mail pickup is scheduled and configured in mail-import.properties
default (every minute): 0 0/1 * ? * *
Weekdays, every 5 minutes between 8AM-5PM: 0 0/5 8-16 ? * 2-6

Enhancements for the Mail import feature, applies to v3.0.1.2 SP7
  • Plus whenever any such error occurs, a mail notification will be sent to the mail id configured in the dcma-workflow.properties file.
  • If in case there arises an error while handling a mail, then that particular mail will not be marked as read/deleted.
  • Supporting various types of E-mails having different content types.
  • Encoded File name support.
  • Support for inline content in mails.
  • The mails will be marked as read/deleted only after the three step process of READING, CONVERTING and BATCH CREATION of mail is completed.
  • Optimization for faster processing of emails.
Sample Email-Import Configuration in an Ephesoft Batch Class

Username: mailroom@ephesoft.com

Password: ***********

Server Name: pop.gmail.com

Server Type: pop3

Folder: inbox

SSL: True

Gmail port needs SSL and uses port 995 (gmail only)

900px-Email_Config

How to Configure Open Office?

Open Office is required to convert the email documents to images while using the email-importer to the Ephesoft.To turn on the Open office, a small change has to made in the applicationContext.xmlfile located in the Application folder. Follow the path to find the applicationContext.xml file. Note: If you have recently installed OpenOffice you must run it at least once prior to being able configure and use it with Ephesoft.

C:\Ephesoft\Application

Look for applicationContext.xml, right click on the file and cick Edit. In the notepad editor look for the red out area as shown in the picture below.

800px-OpenOfficeContext_-_Copy_(2)

The open-office properties has been commented out. To activate the open office un-comment the line. Remove the –> marked in the picture to the line above it.

800px-OpenOfficeContext_-_Copy

There are some other changes need to be made in the open-office.properties in the dcma-open-office folder. Follow the path below to find the file.

C:\Ephesoft\Application\WEB-INF\classes\META-INF\

The description below explains the important properties which can be changed accordingly

Enhancements for the Open-Office feature

Applies to v3.0.1.2 SP7 and above.

Ephesoft Enterprise v3.0.3.x includes all the jar files and configuration files out of the box.

Ephesoft Enterprise v3.0.1.2 SP7 and v3.0.2.0 requires following jar file:

  • dcma-open-office-0.0.15.jar

v3.0.1.2 SP7 [1]
v3.0.2.0 [2]
Please find below for the list of enhancements included in the update:

The following changes has been made to the Open-Office module:

  • Two properties from the “open-office.properties” file have been removed. They are
    • openoffice.serverType
    • openoffice.profilePath [No need to share any folder with Read/Write permissions for email configuration]
  • The method of accessing input file !!!!mail.pdf has been changed from access via HTTP/HTTPS to file access system.
  • Now all the files will be accessed via file paths.
  • The mail content will now be stored in !!!!mail.html instead of !!!!mail.txt to support HTML Email body.

Changes to the Open-office.Properties file:

  #-# Server used for connecting to the remote openoffice server instance.
  #-# Used in case of connecting to external/remote service.
      openoffice.serverUrl=127.0.0.1
  #-# Port number used for connecting to the openoffice server instance.
  #-# Default port is 8100 
      openoffice.serverPort=8100
  #-# If the openoffice server should be started / connected upon XE start.
  #-# Default value is false
      openoffice.autoStart=true
  #-# Path to openoffice installation.
  #-# If no path is provided, a default value will be calculated based on the operating environment.
      openoffice.homePath=C:/Program Files (x86)/OpenOffice.org 3
  #-# Maximum number of simultaneous conversion tasks to be handled by a single openoffice process.
  #-# Default value is 50
      openoffice.maxTasksPerProcess=50
  #-# Timeout for conversion tasks (in miliseconds).
  #-# Default value is 30 seconds
      openoffice.taskExecutionTimeout=30000

This file has been modified to use the [Ephesoft Instalation Folder]\Sharedfolder\Downloads-Emails Folder as the temporary folder for Open-Office process.

The only setting we will have to modify in the Open-office.Properties will be the following:

openoffice.homePath=C:/Program Files (x86)/OpenOffice.org 3

Make sure this installation folder location is correct.

The Instructions Below apply to Ephesoft versions prior to Service Pack 7

1. Server Type : 1 (one is for external configuration). This will enable Ephesoft application running on one system to connect to an open office service running on remote system as well as on local system. Same configuration would be needed for both services running on same local machine.

2. Server.url : IP of the server on which open office is running as a process. If open office is running on the same machine then IP of the system need to be provided.

3. Server.port : Port on which this service is running on remote machine.

4. openoffice.profilePath : Path to OpenOffice execution profile. i.e. openoffice.profilePath=C\:/Users/Account_Name/AppData/Roaming/OpenOffice.org/3

5. The folder in the openoffice.profilePath must be a shared with read/write permissions. Note that you can share folder 3 or OpenOffice.org. Ephesoft will check both folders.

Note: Use this example configuration for reference only. The paths shown in this file may be specific to the system this file was configured for, you should verify that any paths you list in the file do in fact exist for your system’s configuration.

Sample Open-office.properties:

  #-# Type of the openoffice server instance used by open office plugin.
  #-# 1 - Externally managed (remote) server instance.
      openoffice.serverType=1
  #-# Server used for connecting to the remote openoffice server instance.
  #-# Used in case of connecting to external/remote service.
      openoffice.serverUrl=localhost
  #-# Port number used for connecting to the openoffice server instance.
  #-# Default port is 8100 
      openoffice.serverPort=8100
  #-# If the openoffice server should be started / connected upon XE start.
  #-# Default value is false
      openoffice.autoStart=true
  #-# Path to openoffice installation.
  #-# If no path is provided, a default value will be calculated based on the operating environment.
      openoffice.homePath=C:/Program Files (x86)/OpenOffice.org 3
  #-# Path to openoffice execution profile.
  #-# If no path is provided, a default value will be calculated based on the operating environment.
  #-# This is always provided as absolute local path of the server location and is always shared in case of remote conf.
      openoffice.profilePath=C\:/Users/Ephesoft/AppData/Roaming/OpenOffice.org/3
  #-# Maximum number of simultaneous conversion tasks to be handled by a single openoffice process.
  #-# Default value is 50
      openoffice.maxTasksPerProcess=50
  #-# Timeout for conversion tasks (in miliseconds).
  #-# Default value is 30 seconds
      openoffice.taskExecutionTimeout=30000

Make sure to Run open office at least once.

Edit C:\Ephesoft\Application\WEB-INF\classes\META-INF\dcma-open-office\open-office.properties

Make sure Internally managed (local) server instance” is set and not remote.
Under Path to openoffice installation add:

openoffice.homePath=C:/Program Files (x86)/OpenOffice.org 3

How to Configure email-notifications?

Email- notifications can be configured manually by following the two easy steps. You must use a SMTP server with SSL authentication.

* Step 1

To manually configure the email-notifications go to the dcma-workflows

C:\Ephesoft\Application\WEB-INF\classes\META-INF\dcma-workflows 

Open the dcma-workflows file in notepad and make the following changes:

workflow.error.to_mail=info@ephesoft.com change the info@ephesoft.com to the desired email you want to receive notifications.

Sample DCMA-workflow.properties file:

  #Workflow deploy property changed.
  #Thu Dec 13 10:25:36 PST 2012
   workflow.error.from_mail=info@ephesoft.com
   workflow.error.to_mail=info@ephesoft.com
   newWorkflows.basePath=C\:\\Ephesoft\\SharedFolders/workflows
   dcma.batch.status.cronjob.expression=0 0/1 * ? * *
   workflow.deploy=false
   workflow.error.subject=Error in workflow execution\!\!
   dcma.pickup.cronjob.expression=15 0/1 * ? * *
   server.instance.resume.capacity=4
   wb.folderPath=test
   dcma.resume.cronjob.expression=15 0/1 * ? * *
   server.instance.pick.capacity=3
   server.instance.max.process.capacity=5
   wb.hostURL=http\://localhost\:8080/dcma/rest

Important Note: In v4.0, the following settings have been moved to the Ephesoft\Application\WEB-INF\classes\META-INF\dcma-mail\mail.properties file.

Old Settings:

   
   workflow.error.from_mail=info@ephesoft.com
   workflow.error.to_mail=info@ephesoft.com

New Settings

   
   mail.error.from=mailroom@yourdomain.com
   mail.error.to=mailroom@yourdomain.com
* Step 2

To activate or deactivate the email notifications another settings needed to be change in the dcma-mail file.

C:\Ephesoft\Application\WEB-INF\classes\META-INF\dcma-mail

Open the dcma-mail file in the notepad and make the following changes:

Sample DCMA-mail.properties file:

  mail.host=smtp.ephesoft.com
  mail.port=25
  mail.username=Info@Ephesoft.com
  mail.password=Userpassword
  mail.suppress=false
  dcma.mail.fetch_max_count=20
  dcma.mailQueueDaemon.cronExpression=0 0/1 * ? * *

The highlighted field mail.supress=true is the field from where the email- notifications can be turned on or off. When the mail.supress is set equal to true the email-notifications are turned off. To turn on the email notifications set the mail.supress equal to false.

Update: In the event an error occurs during mail-import, a mail notification can be sent to the mail address configured in the dcma-workflow.properties file. This new feature Applies to v3.0.1.2 SP7 and Above. See the Enhancements for the Mail import feature section for more details [3]

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Walter Lee

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