Configuring email notification for your system

To configure email notification for your system

1. Click the Administration tab.
2. In the System Management section, click Email Settings > Notifications (System).
   The Notifications (System) page appears.
3. In the Notifications section:
   
   1. Select Enable Email Notification.
      This setting overrides the notification setting set for specific containers.
   2. (Optional) Select the Enable OAuth credentials for Office 365 check box to configure email notifications with OAuth.
      Then, enter Client ID, Tenant ID, and Client Secret.
   3. Enter the SMTP Server and SMTP Server Port information.
   4. (Optional) In the SMTP Server Encryption Method field, select the type of encryption used by this server.
   5. (Optional) Select Use Authentication and enter the User Name and Password for the server.
   6. In the Default fields:
      
      1. In the Default Reply-to Address field, enter the email address where you want replies to be sent.
         FootPrints processes all email that arrive for this address. Administrators can enter their email address here as long as it is not the same address used for the Incoming Email account.

      2. In the Default Name to Display in "From" Field, enter the name that you want to use in outgoing emails, such as Service Desk.

         Important

         If you configure email notifications by using Microsoft 365 - OAuth 2.0 credentials, the From field in the outgoing emails is the account name used to configure the email notifications.

      3. In the Default Domain Name field, enter the domain name that you want to use in outgoing emails.

         Important

         To configure your outgoing mailbox to support different national clouds, see additional parameters.

4. In the File Attachments field, enter the maximum size permitted for outgoing attachments.
   The default is 5,000 KB per message.
5. In the Email Address Filters section:
   
   • To add a filter, click Add. A new row appears. In the Filtered Address field, enter the email address that you want to filter. In the Type field, select either No send or Only send, and then click Update.
   • To edit a filter, click the pencil icon next to the filter. Modify the fields as needed and click Update.
   • To delete a filter, click the check box next to the address and click Delete. A confirmation message appears. Click Yes.
6. In the Email Marker section, you can specify the email marker text that you want to display in the email body.
   
   
   • The Include Email Marker in notification is selected by default. 
     If you deselect the check box, the email marker option will not be available, as displayed below. Your email will be processed with all the contents in the email body.
     In the email chain, if there are any name value pairs which match the ticket field values, then these corresponding fields are updated in the email.
     

1. • The Email Marker Text is displayed in the supported languages for your version of FootPrints.
   • The default email marker is When replying, type your text above this line. You can enter text in the field to specify your custom email marker message.

   • Use the Reset to default button to use the default email marker text.

     Note

     If you do not specify an email marker message, your email notification will not be created. The following error message is displayed:

     

2. To test the connection to the specified SMTP server, click Test Connection.
   A test email message is sent to the primary email address of the user who is configuring the email notification settings.

3. Click Save.
   Your changes are implemented.

   Important

   Before you save the email notification configuration settings, we recommend that you test the connection to the specified SMTP server by clicking Test Connection. If you do not test the connection before saving, any errors in the settings are also saved and the email notifications fail to be triggered.

Overview of parameters for email notifications

Based on your requirement, you can customize the parameters for sending outgoing email notifications as follows:

• Parameter values cannot be empty.
• Parameter values must be specified in positive integers within the specified range.
• Parameter values must not contain any special characters (! @ # $ % ^ ‘ “ & * ( ) _ + , \ / ? < >).

The following table provides information about parameters used for email notifications:

To configure the parameters for email notifications

1. Navigate to the conf folder in the FootPrints installation directory and open the footprints-business-beans.xml file for editing.

   

2. Modify the configurations as per your requirements.
3. Save the changes.
4. To make sure that the updated parameters values take effect, restart the Tomcat server.

Where to go from here

You can define rules for sending email notifications to assignees and other contacts (internal and external). For more information, see Defining-rules-for-sending-email-notifications.