Email Monitors

Watch the Video: Setting Up Email Monitors

Using Inbound Email Monitors

Email monitors allow you to define an inbox for an email address that you wish to monitor for incoming email messages and when a message arrives in the mailbox, it will generate a new request in Integrify.

The data that would be captured will include the following:

"Subject"
"Sender Name"
"Sender Address"
"CC Addresses"
"Date/Time"
"Date"
"Time"
"BodyText”
"BodyHTML"
"Body"
"Attachments"

These data points could then be used as prefill data and within your business rules for routing during process execution.

Configuring an inbound email monitor

Select Email Monitors from the System Settings left-side navigation menu:

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....and then Add Email Monitor:

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Once selected, you will be presented with the following to configure an email monitor:

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The following describes the attributes that you can define:

Attribute	Option	Required	Description
Name	None	Yes	The Name of the email monitor.
Description	None	No	The description of the email monitor.
IMAP Mail Server Host Name	None	No	The fully qualified domain name of the IMAP Server you wish to use for this connection
Port	None	No	The Port for your connection. Standard IMAP ports are 143 for non-SSL and 993 for SSL connections
Use SSL	Slide Button	No	If using SSL for your connection.
User	None	No	If required for connection, the username for your connection.
Password	None	No	If required for connection, the password for your connection.
Process	Selectlist	No	The process you wish to initiate from the inbound email.
Task	Selectlist	No	Dynamic based on the process selected. The task within the process you wish to complete with the inbound email. (See more below)
Active	Slide Button	No	Select to make the email monitor active.

Here is a link to additional documentation for using this feature with a gmail account:

https://support.google.com/accounts/answer/6010255?hl=en

Here's an example of an Email Monitor configuration:

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Once you have saved an Email Monitor, you can see that the process 'Email Monitor' will start and the task, 'Email Form' will be completed with data from the inbound email.

Form task definition for the Email Monitor

When you define a process and its Form task that will start based on an email being received in your configurations, you will need to ensure that the Form used in your Form Task has questions with specifically titled questions. The form fields must be of the short text type.

The Form Task in the process to receive data (the Form task that will accept the data from the email):

The values passed in from the email are:

"Subject"
"Sender Name"
"Sender Address"
"CC Addresses"
"Date/Time"
"Date"
"Time"
"BodyText”
"BodyHTML"
"Body"
"Attachments"

You must configure the Form task's prefill settings as shown below with "Parent Process Data" or the email's data will not be transferred to your input form.