Configuring email profiles and templates
BMC Helix Innovation Studio allows you to update the configured mailboxes, configure outgoing profiles, and create templates to use the following the capabilities:
- You can use several attributes from the incoming mailbox when creating rules or processes that run when an email is received.
- You can use the default outgoing mailbox configuration to send email notifications when certain events take place.
For more information, see Automating tasks through emails. - You can configure multiple outgoing profiles to send email notification to multiple lines of business.
- You can use the attributes of a template when you want to send a notification to the users by using the Send Message by Template element in the Process designer.
- You can whitelist HTML tags and domains within the message body of an email.
To configure the incoming mailbox
You can use the incoming mailbox configuration to trigger a rule when an email is received in the configured mailbox. The rule can be used to run a process, such as the process to create a case. To configure the incoming mailbox, see
Configuring incoming mailboxes
.
To configure the outgoing mailbox
You can use the outgoing mailbox configuration to send an email notification or to send a reply to recipients by email. The outgoing mailbox configuration is used to run a process that contains the Send Message element. For example, you can use the outgoing mailbox to send an email notification when a ticket is created. To configure the outgoing mailbox, see
Configuring outgoing mailboxes
.
To configure email profiles
To use an email profile, you must map the incoming or outgoing profile to the appropriate mailbox. You can use the outgoing profile in your processes and rules to send email notifications to multiple lines of business, such as facilities, travel, legal, IT, and so on. The email profile enables you to update the mailbox without the need to modify the existing processes and rules.
- Log in to BMC Helix Innovation Studio and navigate to the Administration tab.
- Select Email > Email profiles.
- Click New.
- In Profile name, enter the name of the outgoing profile.
- From Mailbox function, select the mailbox option for which you want to create a profile.
- In Mailbox, select the existing mailbox to which you want to map the profile.
- In Application, select the application for which you want to use the outgoing profile.
- Click Save.
After you create an email profile, you can use the outgoing profile while designing a process or a rule by using the Send Message and Send Message by Template actions in the Process and Rule designer.
Note
You need to create the outgoing profile only once. You do not need to recreate the outgoing profiles in each environment. When you deploy your application across tailoring, QA, or production environments, you can just map the existing outgoing profiles with the corresponding outgoing mailbox to send email notifications.
To configure templates
You can create text and HTML templates that can be used to send a message in the notification bell and email. The HTML templates are filtered to adhere to the basic specifications defined in
Java HTML parser
.
- Log in to BMC Helix Innovation Studio and navigate to the Administration tab.
- Select Email > Email templates.
- In Name, enter the name of the template.
- In the Template Format, select the format of the template, such as Text or HTML.
- In Description, enter the purpose of the template.
In Attachment, select a .txt or .HTML file that you want to use as a template.
Important
The text templates can also contain functions with parameters that are parsed during run time.
For example, in a notification email, to add a link to the source of a notification, you can use the OPENVIEW function with parameters.
- Click Save.
The template name is used when configuring the Send Message by Template element in the Process designer.
To whitelist HTML tags and domains in emails
Complete the following steps to whitelist HTML tags and domains within the message body of Send Message and Send Message by Template actions. You can also override the syntax of existing HTML tags.
Notes
- The whitelist contains the HTML tags and domains that are allowed within the email message. The HTML tags and domains that are not present in the whitelist are suppressed from the email message.
- If images from another domain are to be sent over email, those domains need to be whitelisted otherwise the images will not be sent on the email template. For more information, see To update the whitelist HTML tags to support base64 encoded images.
- Log in to BMC Helix Innovation Studio and navigate to the Administration tab.
Select Email > Email whitelist.
The Allowed HTML Tags, Attributes and Protocols field displays the whitelisted HTML tags along with the attributes and protocols that are allowed within the message body.
In the Override/Additional HTML Tags, Attributes and Protocols field, enter a new syntax of the HTML tag, which will override the default HTML tag (mentioned in the Allowed HTML Tags field).
The format for the overridden HTML tag is as follows:
tagname1 (attrib=list of attribute separated by comma(,) $proto=list of protocols separated by comma(,)), tagname2(attrib,)
The argumentsattribandprotoare optional.For example, a(attrib=style,href,title$proto=href,ftp,http,https,mailto),
This setting allows the HTML tags with the new syntax in the email message body.
- In the Whitelist domain names field, enter the domains that are allowed in the message body.
- Click Save.
The following image shows how to navigate to the Whitelist page and complete the fields:
Comments
Hello BMC Team,
How could we add images to these templates? at AR form: AR System Email Templates we add these attachments.
Kind regards
Hello,
You can refer to Configuring processes to send notifications to users topic to configure sending messages and adding attachments by using Send message and Send Message by Template element.
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