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Email Monitor Task

Email Monitor Task

Overview

The Email Monitor task allows you to monitor a Mailbox Folder for emails matching specific criteria, and to take action on any matching emails.

Built-In Variables

The following built-in variables can be used in an Email Monitor task to pass data where appropriate:

Creating an Email Monitor Task

Step 1

From the Automation Center navigation pane, select Tasks > Email Monitors. The Email Monitor Tasks list displays a list of all currently defined Email Monitor tasks.
 

To the right of the list, Email Monitor Task Details for a new Email Monitor task displays.
 

Step 2

Enter/select Details for a new Email Monitor task, using the field descriptions below as a guide.

  • Required fields display an asterisk ( * ) after the field name.
  • Default values for fields, if available, display automatically.

To display more of the Details fields on the screen, you can either:

  • Use the scroll bar.
  • Temporarily hide the list above the Details.
  • Click the  button above the list to display a pop-up version of the Details.

Step 3

Click the  button. The task is added to the database, and all buttons and tabs in the Task Details are enabled.

Note

To open an existing record on the list, either:

  • Click a record in the list to display its record Details below the list. (To clear record Details below the list, click the New button that displays above and below the Details.)
  • Clicking the Details icon next to a record name in the list, or right-click a record in the list and then click Open in the Action menu that displays, to display a pop-up version of the record Details.
  • Right-click a record in the a list, or open a record and right-click in the record Details, and then click Open In Tab in the Action menu that displays, to display the record Details under a new tab on the record list page (see Record Details as Tabs).

Email Monitor Task Details

The following Email Monitor Task Details is for an existing Email Monitor task.

Depending on the values that you enter / select for these fields, and whether or not the Email Monitor task has ever been launched, more (or less) fields may display. See the field descriptions, below, for a description of all fields that may display in the Email Monitor Task Details.
 

Email Monitor Task Details Field Descriptions

The following table describes the fields, buttons, and tabs that display in the Email Monitor Task Details.

Field Name

Description

General

This section contains general information about the task.

Name

User-defined name of this task (Maximum = 255 alphanumeric characters); variables supported. It is the responsibility of the user to develop a workable naming scheme for tasks.

Version

System-supplied; version number of the current record, which is incremented by the Controller every time a user updates a record. Click the Versions tab to view previous versions. For details, see Record Versioning.

Description

Description of this record. Maximum length is 255 characters.

Member of Business Services

User-defined; Allows you to select one or more Business Services that this record belongs to.  (You also can Check All or Uncheck All Business Services for this record.)

You can select up to 62 Business Services for any record type, and enter a maximum of 2048 characters for each Business Service.

If the Business Service Visibility Restricted Universal Controller system property is set to true, depending on your assigned (or inherited) Permissions or Roles, Business Services available for selection may be restricted.

Resolve Name Immediately

If enabled, the Instance Name of the task instance will be resolved immediately at trigger/launch time.

Time Zone Preference

User-defined; Allows you to specify the time zone that will be applied to the task.

Options:

  • – System Default –
    Time zone is based on the value of the Task Time Zone Preference Universal Controller system property: Server or Inherited.
  • Server (xxx)
    Where (xxx) is the time zone ID of the server; time zone is evaluated in the time zone of the server.
  • Inherited
    Time zone is evaluated in the time zone of the Parent Workflow or Trigger / Launch specification in the case there is no Parent Workflow.

Hold on Start

If enabled, when the task is launched it appears in the Activity Monitor with a status of Held. The task runs when the user releases it.

Hold Reason

Information about why the task will be put on hold when it starts.

Virtual Resource Priority

Priority for acquiring a resource when two or more tasks are waiting for the resource. This priority applies to all resources required by the task.

Options: 1 (high) - 100 (low).

Default is 10.

Hold Resources on Failure

If enabled, the task instance will continue to hold Renewable resources if the task instance fails. Renewable resources will be returned only if the task instance status is either Complete, Finished, or Skipped.

Mutually Exclusive With Self

If enabled, the task will not be allowed to run concurrently with itself. Task will not start until the instance that is running finishes. An instance will transition to Exclusive Wait status if it cannot start due to another instance already running. 

Simulate 

Specifies if the instance should execute under simulation mode

Override Previous Instance Wait

Specifies whether or not to override the parent workflow's Previous Instance Wait configuration.

This option only applies for an instance running within a workflow.

Options: 

  • No

    Behavior determined by the parent workflow configuration.
  • Yes / -- None --

    Regardless of the parent workflow configuration, the task instance will never wait for a previous instance to complete.
  • Yes / Wait for Last

    Regardless of the parent workflow configuration, the task instance will remain in Instance Wait until the most recent prior instance of the same task has completed.
  • Yes / Wait for Last / Same Workflow

    Regardless of the parent workflow configuration, the task instance will remain in Instance Wait until the most recent prior instance of the same task, within an instance of the same workflow, have completed.
  • Yes / Wait for All

    Regardless of the parent workflow configuration, the task instance will remain in Instance Wait until all prior instances of the same task has completed.
  • Yes / Wait for All / Same Workflow

    Regardless of the parent workflow configuration, the task instance will remain in Instance Wait until all prior instances of the same task, within an instance of the same workflow, have completed.

Email Monitor Details

This section contains assorted detailed information about the task.

Email Connection


Required; Name of an incoming Email Connection (Type = Incoming). An Email Connection specifies information about an outgoing or incoming email server. Enter the name of an existing incoming Email Connection, select an existing incoming Email Connection from the drop-down list, or clear the Email Connection field and click the Details icon to create a new Email Connection (Incoming will be pre-selected in the Type field).

The Credentials and Credentials Variable fields will not be shown if Authentication is OAuth 2.0 for the selected Email Connection.

The Credentials and Credentials Variable fields will be shown if Email Connection Variable is checked, however, Credentials will not be required in this case. The Email Monitor instance will transition to Start Failure status if Authentication is Password for the resolved Email Connection and Credentials is not specified.

Email Connection Variable

Indication of whether the Email Connection field is a reference field for selecting a specific Email Connection (unchecked) or a text field for specifying the Email Connection as a variable (checked). Use the format: ${variable name}.  The variable must be a supported type as described in Variables and Functions.
 

Note

When updating multiple Tasks, to change from using an Email Connection reference to using an Email Connection variable, you must change the Email Connection Variable field to Yes and specify the Email Connection variable in the Email Connection Unresolved field. Conversely, to change from using an Email Connection variable to using an Email Connection reference, you must change the Email Connection Variable field to No and specify the Email Connection reference in the Email Connection field.

Credentials


Credentials to be used to connect to the Email server.

Credentials Variable

Indication of whether the Credentials field is a reference field for selecting a specific Credential (unchecked) or a text field for specifying the Credential as a variable (checked). Use the format: ${variable name}.

The variable must be a supported type as described in Variables and Functions.
 

Note

When updating multiple Tasks, to change from using a Credentials reference to using a Credentials variable, you must change the Credentials Variable field to Yes and specify the Credentials variable in the Credentials Unresolved field. Conversely, to change from using a Credentials variable to using a Credentials reference, you must change the Credentials Variable field to No and specify the Credentials reference in the Credentials field.

Filter Logic

Logic to apply when combining filters. If Use Advanced Criteria is enabled, it is the logic to apply when combining Advanced Criteria records.

Options:

  • And (default)
  • Or

Use Advanced Criteria

If enabled, use advanced criteria specified under the Advanced Criteria tab for the Email Monitor filter criteria.

Sent Restriction

Type of Sent restriction to apply.

Options:

  • - - None - - (default)
  • On
  • Before
  • After
  • Span

Sent On

If Sent Restriction = On; Sent On restriction value.

Options:

  • Date (default)
  • Today
  • Yesterday
  • Tomorrow

Sent On Date

If Sent On = Date; Specific date for the Sent On restriction value.

Sent Before

If Sent Restriction = Before; Sent Before restriction value.

Options:

  • Date (default)
  • Today
  • Yesterday
  • Tomorrow
  • Launch Time
  • Relative

Sent Before Date

If Sent Before = Date; Specific date for the Sent Before restriction value.

Sent Before Offset

If Sent Before = Relative; Offset, relative to the last launch time, for the Sent Before restriction value. Format: [+/-]hh:mm

Sent After

If Sent Restriction = After; Sent After restriction value.

Options:

  • Date (default)
  • Today
  • Yesterday
  • Tomorrow
  • Launch Time
  • Relative

Sent After Date

If Sent After = Date; Specific date for the Sent After restriction value.

Sent After Offset

If Sent After = Relative; Offset, relative to the last launch time, for the Sent After restriction value.

Received Restriction

Type of Received restriction to apply.

Options:

  • - - None - - (default)
  • On
  • Before
  • After
  • Span

Received On

If Received Restriction = On; Received On restriction value.

Options:

  • Date (default)
  • Today
  • Yesterday
  • Tomorrow

Received On Date

If Received On = Date; Specific date for the Received On restriction value.

Received Before

If Received Restriction = Before; Received Before restriction value.

Options:

  • Date (default)
  • Today
  • Yesterday
  • Tomorrow
  • Relative

Received Before Date

If Received Before = Date; Specific date for the Received Before restriction value.

Received Before Offset

If Received Before = Relative; Offset, relative to the last launch time, for the Received Before restriction value. Format: [+/-]hh:mm

Received After

If Received Restriction = After; Received After restriction value.

Options:

  • Date (default)
  • Today
  • Yesterday
  • Tomorrow
  • Relative

Received After Date

If Received After = Date; Specific date for the Received After restriction value.

Received After Offset

If Received After = Relative; Offset, relative to the last launch time, for the Received After restriction value.

Include Read Mail

If enabled, specifies that mail marked as read should be included by the filter.

Mailbox Folder

Mailbox folder to monitor on the server specified in the selected Email Connection.

Action

Action to take on mail that matches the filter.

Options:

  • Mark As Read (default)
  • Delete
  • Delete/Mark As Read
  • Move
  • Move/Mark As Read

Move To Trash

If Action = Delete or Delete/Mark As Read; If enabled, mail matching the filter will be moved to the trash folder specified in the Email Connection.

Mailbox Folder Destination

If Action = Move or Move/Mark As Read; Mailbox folder to move matched mail into.

Body Variables

Specifies whether to parse the Email body for name/value pairs to create variables from.

Options:

  • - - None - -
    No processing of the Email body will occur.
  • Within Body
    Entire body of the Email will be scanned for a "=" (equal sign) and any lines containing a "=" will be variablized as long as the text to the left of the "=" conforms to the naming standards for variables.
  • Within Default Markers
    Marker begin and end values are defined by the Email Body Default Begin Marker and Email Body Default End Marker Universal Controller system properties.
  • Within Custom Markers
    Marker begin and end values are defined in the Begin Marker and #End Marker fields.

If markers are used, all lines of the Email body between the begin and end markers will be variablized in accordance to java properties. Any lines of the Email body outside the markers will be ignored w/r variablization.

Begin Marker

If Body Variables is Within Customer Markers; Begin marker for the Body Variables.

End Marker

If Body Variables is Within Customer Markers; End marker for the Body Variables.

Time Limit

Used for Email Monitor tasks not associated with a trigger; Amount of time (in units specified by Time Limit Unit) to monitor for the Email Monitor conditions to be met. The Time Limit duration is always relative to the start time of the Email Monitor task instance.

Time Limit Unit

Unit of time to use for Time Limit.
 
Options:

  • Minutes
  • Hours (default)
  • Days

Expiration Action

State to transition to if monitor conditions are not met within the specified window,

Options:

  • Failed
  • Finished

Email Content Processing


Method for determining the success or failure of this task based on Email content.
 
Options:

  • - - None - -
  • Success Body Contains
  • Failure Body Contains
  • Success Body Does Not Contain
  • Failure Body Does Not Contain
  • Success Subject Contains
  • Failure Subject Contains
  • Success Subject Does Not Contain
  • Failure Subject Does Not Contain

Default is - - None - -.

Content Value

Required if Email Content Processing is not - - None - -; Content Value to be matched in the email.

Case Sensitive Content

If Email Content Processing is not - - None - -; Indication of whether or not matching will be performed in a case sensitive manner.

Email Monitor Criteria

This section contains criteria for selecting emails to monitor.

From Filter

Type of From filter condition to apply.

Options:

  • - - None - - (default)
  • Equals
  • Contains
  • Does Not Equal
  • Does Not Contain
  • Regex

From

If From Filter = any value other than - - None - -; From filter condition value.

To Filter

Type of To filter condition to apply.

Options:

  • - - None - - (default)
  • Equals
  • Contains
  • Does Not Equal
  • Does Not Contain
  • Is Blank
  • Is Not Blank
  • Regex

To

If To Filter = Equals, Contains, Does Not Equal, Does Not Contain, or Regex; To filter condition value.

Cc Filter

Type of Cc filter condition to apply.

Options:

  • - - None - - (default)
  • Equals
  • Contains
  • Does Not Equal
  • Does Not Contain
  • Is Blank
  • Is Not Blank
  • Regex

Cc

If Cc Filter = Equals, Contains, Does Not Equal, Does Not Contain, or Regex; Cc filter condition value.

Subject Filter

Type of Subject filter condition to apply.

Options:

  • - - None - - (default)
  • Equals
  • Starts With
  • Contains
  • Ends With
  • Does Not Equal
  • Does Not Start With
  • Does Not Contain
  • Does Not End With
  • Is Blank
  • Is Not Blank
  • Regex

Subject

If Subject Filter = anything other than - - None - -, Is Blank, or Is Not Blank; Subject filter condition value.