User Manual for Email System Integration
Contents
1. Reform To Email 23 EmailTo objects on the Design Layer will show up as special fields with red text 2 EmailFrom This field is used to supply a specific sender s email address This object can be used on both Text and Designer Layers 3 Subject This field is used to supply a subject for the email Notes This field is used to include any information that you may want to add to the body of the email 5 Company Lookup This field is used to find an email address and other information in the Lookup Database This field can be used on the Text or Design Layer If the EmailTo field is empty Reform will use the Lookup Database to find the email address If you wish to use only the Lookup Database place the EmailTo field in the Design Layer and remove the text information in the object System Specific Fields Some systems have fields that will need to be added manually To add the fields manually add a Design Linked Text Object to the appropriate layer and rename the text object accordingly For more information on the system specific field please refer to the email system s respective section Maintenance There are certain directories and SQL tables that need to be monitored for growth along with the Email plugin for Reform 12 As a system processes more and more jobs the size of these directories and SQL tables can grow very quickly Overall system performance can be affected by the large amounts of space that the files may2. Designer must be opened To open it go to Start gt Programs gt Reform gt Designer 1 For the example we will be creating a new form with an existing template Go to File gt New gt New Select the Email FTM template and click OK Email FTM Email Sample Contract with Terms and Conditions 2 When it asks if you would like to open a text file for designing select No 3 Next go to File gt Save to save your form Name it Email FOM 4 You can now close the Reform Designer since we have a form which we will be used with the Workflow Designer to route the document Now that we have our form we can begin to configure the desired Email workflow using the Workflow Designer First the Workflow Designer must be started 5 To open it go to Start gt Programs gt Reform gt Workflow Designer 6 Once open we must go to File gt New Email Plug in Reform 12 Reform To Email 8 es Reform Workflow Designer File F ction B new 3 ak 4dd Side Connector ak 4dd Connector Wi Execute Jol Open x Reread Library kal Save Save 4s Setup Work Flow Exit kid Process hid Output 7 Select Document Automation and click Ok New Workflow Available Workflows Document Automaton Document Restrictons 8 You will now notice that your Inputs Processes and Outputs have been populated by the various plug ins you have installed Email being one of the Outputs Ref
3. enter or select a value for fat Fran To use a static value please type it in the box below To use a dynamic value please click the appropriate button below and then select it from the list Static Click here to enter static information Dynamic ContactPeriodi 1 Month ContactPeriod2 1 Month ContactPer iod3 ContactPer iod4 ContactPersonFax 02 66 0776 02 6 0 07 71 ContactPersonName krisana Worgjumpa ContactPersonTel 02 667 0F77 02 670 0777 07622 Discountl 15 Discount 30 0 26 The next screen will ask for the email address that the email should be sent to Enter an email address that you can check Ex your own personal email address Click Next Email SMTP Wizard Please enter or select a value for frat Ta To use a static value please type it in the box below To use a dynamic value please click the appropriate button below and then select it from the list Static ssles fabsoft net Dynamic Click here to select variable dynamic information Reform12 Reform To Email 18 27 Next it will ask you to enter email addresses for Carbon Copies Click the Skip button 28 Next it will ask you to enter email addresses for Blind Carbon Copies Click the Skip button 29 Next it will ask you to enter the Return Email Address Click the Skip button 30 Next it will ask for the email Subject Select the object Remark To select an object first click Click here to select variable data and t
4. restart the service Description Faulting application reformemallservice exe version 1 0 6 3 stamp Q Emails are not being received no authentication is required on my SMTP server A Check the relay settings on your SMTP server to ensure the Reform server has the appropriate permissions Also make sure that any fire anti virus software is disabled Email Reform 12 Plug in
5. take up Also there exists a 4GB database limit if using the Microsoft SQL Server Express 2005 supplied with this installation Obsolete files database entries should be deleted according to your needs and file retention specifications It is recommended to monitor the following directories and SQL tables for growth Directories C Program Files Reform Backups C Program Files Reform Spooler lmageQueue C Program Files Reform Plugins Email Attachments SQL Tables Reform_Email_ Status Reform _Email_ Trans Email Plug in Reform12 Reform To Email 24 Troubleshooting Q The SMTP server cannot be reached A The first thing that you should do if you are not receiving emails is test to see if the SMTP server is functioning properly and can be reached from the Reform server Telnet which may not be installed by default on all systems can be used to verify connectivity If installed go to Start gt Run enter cmd and press OK In the command prompt type telnet lt your smtp server here gt 25 Example telnet mail yourcompany com 25 and press Enter You should see a connection established message in the command prompt similar to the one below GY Telnet smtp fabsoft net o x 220 smtp tabsott net Microsott ESMTP MAIL Service Version 6 0 3 90 395 dy at Mon 14 Jul 2008 11 04 14 0400 If you cannot connect to your SMTP server on port 25 the default SMTP port then the server is not reachable from the
6. Reform To Email Reform12 Reform To Email Table of Contents Ucing Email SOS sans saisainssnssseatrasteaacesiutnote vn TEE ESER E E E 3 System Requirements sseessssesrssesesesesersesrrsesesersrsrserersrsesersrseserorseserersesesereeesesereeeesereeees 3 Hardware ReguiremenitS ccsccssccsecsceesececcseceseeseceneeseeeseeeeeeeeeeseteeeeeeeseceeeeeseeeeseeeeeeeees 3 W aOR aore E E E A E A E EE ae 4 Plugin Registration and LICENSING siccsssesses scenes cnasaswsacesaswdadsensadetaheushsssdsxeanaderienseanessaceieessen 4 Email Server PVCS senerare ENEE EEE awtnmestinw sje somaeonneteaupteedasennceans 5 RETOFM EMail MONItOr SEVICE escpaenirsise aiae 5 Setting up your First Email Enabled Form cccccceecsecceccecceececeeceecceeeeeeeeeeeeeseeeeeeeeeees 7 Descriptions Of Setup Wizard FieldS cc cecceccecceeceeceeceeccuceeceeceeceeceeeeeeeeeseeeenceeteeeeess 22 Descriptions of Designer Email Fields cccceccseccsecsecseceeeeesecseceeecseeeueeeeeeseeseeseeeeees 22 IVI AINSI CS a tsscudanncscaceaaatorstnataseraatearsnasnerasauenacadauseacectaieeasisa RT 23 1 2 0 o 910 014 1 aaa ene ee ne ee en ee eee eee a eee ee ee eee ne ere 24 Email Plug in Reform12 Reform To Email 3 Using Email Features Reform can send emails by communicating with email servers Emails can contain text html or attachments Combining Reform with an email server allows the delivery of documents processed by Ref
7. Reform server and as such the email will not be able to be sent Q The SMTP server is rejecting my authentication username password A Be sure that you entered the username and password correctly in the setup wizard To do this open up your form in the Designer go to File gt Page Setup and click the Setup button under Send To Devices Step through the prompts of the setup wizard and check to make sure the values are correct for authentication Q Where can I view the Exchange 2003 webmail interface A The URL is http lt EMAILSERVERNAME gt Exchange This will prompt you for a username and password You can also try http lt EMAILSERVERNAME gt Exchange lt USERNAME or USERALIAS gt Email Plug in Reform12 Reform To Email 25 Q Nothing is happening after the form is processed How can I determine the cause of an issue A Check the Event Log for errors related to Reform or the Reform Email Service The Event Log can be access by going to Control Panel gt Administrative Tools gt Event Log This will usually give you a good idea about why the emails might be failing Note If the error below occurs Go to Control Panel gt Administrative Tools gt Services and try using a different account to run the ReformEmailService such as your windows local administrator account To change the log on information right click on ReformEmailService gt Properties gt Log On tab and type in the account you want to use Click Ok and
8. button below and then select it from the list Static Click here to enter static information Dynamic Accountho 4 A lingray ment BillingPaymentDateTime 09 01 2008 6 00 pm BillingPurchaseCrderRequired BillingT itle Post Jobs BillingTo iwilai Sopa Companyiame Location Co Limited ContactPeriod1 1 Month ContactPeriod2 1 Month Cancel Reform12 Reform To Email 20 33 You have completed configuring your simple Email workflow Your 2 objects Email Demo and Email should both be green meaning they have been successfully configured and the workflow is ready to be created M x Enial Demio A a x Eriail ka 34 To make all the appropriate forms and changes we must execute the workflow This is done by clicking the Execute button Execute on the menu bar After execution you will be notified of the configuration that has taken place Click OK Completed configuring the workflow Email Demo sends the data to Email Cancel 35 You can now close the Workflow Designer When prompted you may save your workflow so that you can go back to reconfigure it at a later time Your form has been saved in your default forms directory A backup of your original Email FOM file has been copied to the Workflow Designer Original Forms folder in your forms directory Any permanent form changes should be made to this original form as it is used throughout the form configuration proce
9. er or select a value for frat Server To use a static value please type it in the box below To use a dynamic value please click the appropriate button below and then select it from the list Static SMTP Server Address Dynamic Click here to select variable dynamic information Cancel Reform12 Reform To Email 15 21 You are now prompted for the Email Server Domain This is an optional setting but should be entered if required for your environment For the demonstration we will Skip it Click the Skip button to continue Email Wizard Please enter or select a value for Sait Server Doman To use a static value please type it in the box below To use a dynamic value please click the appropriate button below and then select it from the list Dynamic Click here to select variable dynamic information 22 The next screen will ask you for the Email User Name If your Email server requires authentication enter the username now and click Next If it does not require authentication click Skip Email Wizard Please enter or select a value for Smal User Name To use a static value please type it in the box below To use a dynamic value please click the appropriate button below and then select it from the list ae Dynamic Click here to select variable dynamic information Email Plug in Reform12 Reform To Email 16 23 The next screen will ask for the Email Password Again if your Email server requi
10. he installation is complete click Finish The Email plug in is now installed The default installation directory for Reform 12 and its plugins is C Program Files Reform If you have changed the path during the Reform installation routine or if you are using a 64 bit operating system please refer to the appropriate path instead of the default one referenced throughout this documentation Plugin Registration and Licensing When evaluating Reform 12 the plugins will also be in an evaluation mode for that period of time Once Reform has been purchased and licensed the required plugins must also be licensed in order to continue functioning correctly Please see the Reform 12 Licensing and Registration section of the Reform 12 User Manual for more information on how to license Reform 12 Plug ins After the license is entered the Reform Spooler will need to be restarted to refresh the licenses More information regarding the Reform Spooler Service can be found in the Reform 12 User Manual Email Plug in Reform12 Reform To Email 5 Email Server Types The Reform Email plugin integrates with multiple email server types It currently has the ability to communicate seamlessly with SMTP Exchange 2003 Exchange 2007 and Exchange 2010 When configuring your email workflow using the Workflow Designer you will be given the option of choosing the email server type you would like to configure Depending on which type is chosen you w
11. hen the object list will be shown You will have to scroll down to see Remark Click Next Email SMIP Wizard Please enter or select a value for Subject To use a static value please type it in the box below To use a dynamic value please click the appropriate button below and then select it from the list Static Click here to enter static information Dynamic ReguilarPrices poe ee Sera EEE WHEAT TelNo 02 898 8988 8 Tithke Post Jobs Yatncludedi 45 475 45 Yatincluded 56 175 Yatincludeds Yatlncluded4 Yatncludeds 31 Next it will ask for the file name of the attachment Enter the value EmailBill Click Next Email Plug in Reform12 Reform To Email 19 Email SMTP Wizard Please enter or select a value for Affe Name To use a static value please type it in the box below To use a dynamic value please click the appropriate button below and then select it from the list Static EmailBill Dynamic Click here to select variable dynamic information 32 The last screen will ask for the message body of the email We want to select the object BillingNote To select an object first click Click here to select variable data and then the object list will be shown Select BillingNote from the list Click Finish Email SMIP Wizard Please enter or select a value for Aotes Body To use a static value please type it in the box below To use a dynamic value please click the appropriate
12. ill be prompted for different required and optional email server settings Reform Email Monitor Service The RM_Email_ Monitor service is installed by the Email installation routine This service monitors a database table that is populated by the Email send to script in order send emails Using this method a record is kept of all sent emails Also emails can be resent automatically if they failed to be sent at the email server IMPORTANT The RM_Email_ Monitor Service must have local administrative privileges in order to function correctly Cannot be run as Local System or Network Service To change the service logon account go to Start gt Programs gt Control Panel gt Administrative Tools gt Services Right click on RM_Email_Monitor and select Properties Name Descript Status Startup Type Log On 45 D Remote Access 4ut Creates Manual Local System Sa Remote Access Co Creates Started Manual Local System Sa Remote Desktop H Manage Manual Local System Sa Remote Procedure Serves Started Automatic Network 5 Sa Remote Procedure Enables Manual Network 5 Sa Remote Registry Enables Started Automatic Local Service Sa Removable Storage Manage Manual Local System z SDL Local System RM Email Monitor Reform Started Automatic i Bie IAAT rr ate eee oe AA Oe SUA eae ete Cte nee a ee ea Start Stop Pause Resume Restart All Tasks Refresh Properties Navigate to the Log On
13. orm to various recipients By sending the information via email paper costs are reduced and delivery and response delays are decreased System Requirements e Reform 12 Enterprise or Reform 12 PDC e Reform Email Plugin e For Evaluation and Demonstration Windows XP Windows 2003 Server Windows Vista Windows 7 or Windows 2008 Server 64 Bit Operating Systems are Supported e For Production Systems Windows 2003 Server or Windows 2008 Server 64 Bit Operating Systems are Supported e Microsoft NET Framework 3 5 this will be automatically installed if the installer does not find it on the system e Microsoft SQL Server SQL Server Express will be automatically installed by the Email installer if it is not present on the current system All required Reform software downloads can be found at www fabsoft com gt gt Downloads section Hardware Requirements e Production System Recommendation These suggestions are only estimations High load environments may require multiple servers or additional hardware 1 Pentium 4 Processor 4 GB RAM HDD Space 100 GB Redundancy recommended Battery Backup UPS Dedicated server no other software products except for virus and security programs e Minimum System Requirements for demonstration purposes only 1 Pentium 4 Processor 2 2GBRAM 3 HDD Space 30 GB a a Hardware specifications depend greatly on the workload and throughput that is required Higher end processors and greater amo
14. orm12 Reform To Email OR amp A ar aE Add Side Connector 28 Add Connector Wy Execute General A Pe Comment Input Pi Form and File Lo From MiarsT E oF Process ey t DAC HAY TagDoc Output ay i Email amp Printer 9 Wecan now start adding the necessary components to the workflow First drag and drop a Form and File object onto the workflow by clicking and holding your mouse on Form and File and then moving your mouse over to the workflow and releasing the mouse button Input RE gen ll From MOST gee a Ls a a Process A ey oac You will be prompted with a dialog to describe the input Form and File 4 _ L E 10 Enter a description for the object you just added This is done by typing in the provided box Type Email Demo and click Finish This will take you back to your workflow Email Plug in Reform12 Reform To Email 10 Reform Setup Form and File 1 Please enter a description for Form and File 1 11 Now we are ready to configure the Email form and input file To do so right click on the newly added object and select Configuration or simply double click it a D Ema Edit Caption Align to Grid Delete CtrlDel 12 You are now presented with the Input Setup window First we want to select the TextFile or data stream that our form will be using To do so you can simply begin
15. pear to have been sent from e Email To The email address that the email will be sent to If you are entering multiple email addresses separate them with commas For example user1 fabsoft com user2 fabsoft com user3 fabsoft com e Email CC In this field one or several email addresses may be entered to have the email carbon copied to different email addresses Email BCC Same functionality as Email CC except this will blind carbon copy everyone on the list Separate multiple email addresses with a comma e Return Email Specifies the return address when a user replies to an email they received from the Reform Email plug in e Subject Specifies the subject of the email that will be sent out by the Email Plug in e File Name Sets the file name of the email attachment e Notes The message body of the email Descriptions of Designer Email Fields The following is a list of available email fields These fields are found under the Special Fields menu 1 EmailTo This field is used to capture the email address of the recipient This can be used on the Text Layer or on the Design Layer When used on the Text Layer it will use the email address that this object highlights When used on the Design Layer you can supply a static email address or use the Company Look up option to fill in the email address Please see the Reform Manual for more information about Lookups EmailTo object on the Text Layer Email Plug in
16. res authentication enter the password here and click Next If it does not you can click Skip Email Wizard Please enter or select a value for Enay User Password To use a static value please type it in the box below To use a dynamic value please click the appropriate button below and then select it from the list Dynamic Click here to select variable dynamic information 24 The following screen asks for the email address that the email will be sent from Here we would like to use data that is available in the data stream instead of a static value To do so we first must click the Click here to select variable information button Email SMIP Wizard Please enter or select a value for Emnat from To use a static value please type it in the box below To use a dynamic value please click the appropriate button below and then select it from the list Dynamic Click here to select variable dynamic information Cancel Email Reform 2 Plug in Reform To Email 17 Note After doing so we see that a list will appear with the different fields that you can choose for your variable data If you want to go back to static input mode you can do so by clicking the appropriate button for static information and then typing it in 25 Now we want to use ContactPersonEmail as our Email From value Select ContactPersonEmail from the list You will have to scroll down to see it Click Next Email SMTP Wizard Please
17. rm12 Plug in Reform To Email 12 15 You will also be prompted to add a page break field to the forms At this point we want to select No 16 To finish the Email workflow we want to add an Email Output We use the same drag and drop procedure as with the Form and File see step 9 Take your mouse and drag the Email object from under Output onto the workflow somewhere below your Input Once you release your mouse you will be prompted to describe Email Type Email in the box and then click Finish Reform Setup Email 1 17 Once you click Finish you are taken back to your workflow Your Email will have a Red Caption because it is not yet configured To configure Email you must first connect the Form and File object titled Email Demo To do so first select the Add Connector button from the menu bar Next drag your mouse from the small x underneath Email Demo to the small x above Email as pictured below When the connection is complete the connecter will turn black if red connection has not been made correctly try again and the Email Demo caption will turn green Email Plug in Reform112 Reform To Email 13 ao y Email Demo eE 4 18 You will be prompted to configure Email upon completing the connection Click Yes If you click No you can also double click on the Email object or rightclick on the object and select Configuration at a later
18. ss as a template If any updates or changes are made to this template you must execute the workflow again for your changes to appear in the forms Email Plug in Reform112 Reform To Email 21 36 To test out your settings and make sure that emails can be sent first we should open the form with the Reform Designer Navigate to your Forms directory and double click on Email FOM When asked to open the associated TextFile click Yes 37 Verify that the special fields exist on the right hand side of your form Then go to File gt Print Reform will use the information on the objects that were just added to your form to process and send the email F aig Reformi z Designer Unregistered Yersion Fie Edit Objects Options Lookup Catabase Special Fields Wizards Help i j ao c Tr Itt E X Page S Open i H Save Chrl 5 al cit oe l Save S Recent Forms H i Open Text File Close Text File Co Form Properties o M Ge ee EG ee RB ee Eo Audit Current Form and Its Link O ee ee eee Load Font Package Print ko oah e BEE he aoa ee a a a a a a e e ae e a ae ap tikes o ai a E Print Preview Ship Num Page Setup ction Company Inc Ship Name 3 Oe beuea ener sees ae as ee Exit FL The email should be sent to whichever address you entered for the EmailTo during the configuration with the Workflow Designer The time it takes for the email to be sent will vary depending on
19. tab Here you will need to set the local administrative service logon account Reform12 Reform To Email RM_Email_ Monitor Properties Local Computer General Recovery Dependencies Log on as Local System account Allow service to interact with desktop This account FPazzword SESE E Confirm password LLLLLLLLLILLLLI fou can enable or disable this service for the hardware profiles listed below Hardware Profile Profile 1 Enabled Enable Disable OK Cancel ao _ Select the This account option You can manually enter the account credentials or use the Browse button to search for one Once you have entered the correct credentials click OK to save your changes If the service is already running it will need to be restarted by stopping and starting the service If the service is not started please start the service after configuring an administrative logon service account Reform 12 Reform To Email 7 Setting up your First Email Enabled Form Setting up a new or existing form to connect to an email server and send emails is a simple process that utilizes the Workflow Designer a form creation and configuration tool The setup will allow you to set static unchanging values for various fields such as the subject line message body recipients etc or you can use text objects mapped in the text layer to dynamically change values To start the tutorial the Reform
20. the speed and workload of the email server you are using If you do not receive an email after a minute or two verify that the RM_Email_ Monitor service is running and has the correct service logon account For more information about the service please see the Reform Email Monitor Service section If the service is running and you re still not receiving emails please refer to the Troubleshooting section of this manual This concludes the basic setting up and sending of an email To experiment with more advanced options such as carbon copies and blind carbon copies read on to the next section to learn about different fields and how you can work with them to perform more advanced email operations Email Plug in Reform12 Reform To Email 22 Descriptions of Setup Wizard Fields The setup wizard can be run by going to File gt Page Setup and then by clicking the Setup button in the bottom of the window under Send To Devices You can also access this setup by using the Workflow Designer to reconfigure the objects you just added e Email Server This is the name or IP address of the email server that emails will be sent from e Email User Name If your email server requires authentication the user name to authenticate with is entered here e Email User Password If your email server requires authentication the password to authenticate with is entered here e Email From When a user receives an email this is who the email will ap
21. time This configuration will step you through all the settings necessary for Email to work with your email server The first piece of information is the file type you want your email attachment to be Select PDF File and click Next Type of file What type of file would you like to use PDF File TIF File Next gt gt 19 You are then prompted for the Email Server Type Using the drop down box you can choose which email server type you will be using to send out emails Depending on the type that you select you may be given different email server options For demonstration purposes we will be selecting SMTP Click Next once you have selected your Email Server Type Email Plug in Reform12 Reform To Email 14 Email Wizard Please select a value for fav Server Type You can choose from SMTP Exchange 2003 Exchange 2007 or Exchange 2010 If choosing Exhange 2003 you will be prompted for the User Alias as well Select an Email Server Type EXCHANGE 2003 EXCHANGE 2007 EXCHANGE 7010 E 20 For the example we will be using data that is already present on the print stream Some of the information you will need to enter will be dynamically populated directly from objects mapped on the text layer The following screen will ask you to enter the address of your Email Server Since this is a static value you can manually enter your Email server information Click Finish Email Wizard Please ent
22. typing in the box or you can browse to find it We want to select the Email out file which is located in the Reform Backups directory Click the small folder icon to bring up a window which will let us choose that file Select the file and click Open Browse K Look in a Backups v E F ee E 2 Z Email out My Recent Documents My Documents My Computer 7 File name Email out v hy Network Files of type i Email Plug in Reform12 Reform To Email 11 13 After choosing the text file you are taken back to the Input Setup page so that you can now select a form Click the small folder icon to bring up a window which will let us choose the desired Email FOM form file Select the FOM file and click Open Look irr S Forms v gt B E Ei My Recent Documents My Documents My Computer gl M Al File name Email FOM My Network Files of type fom we 14 Now that you have both your Input Text File and Reform Form selected the setup of Form and File is complete You can quickly double check that the correct files are selected and then click Finish Input Setup Form and File 1 Form and TextFile to be used in the Workflow Please enter the form name and textile name or browse for them Input Text File CPragram Files Retorm Backups Email out JE MEDO Earl C Program Files Retorm Forms Email FOM Cancel lt lt Previous g Finish Email Refo
23. unts of memory will increase the amount of information and data that Reform can process thus improving overall system throughput For load balancing or failover multiple servers can also be used Note A license for Reform and each plug in is required for each server running the software Email Plug in Reform112 Reform To Email 4 Before obtaining the server that you plan on utilizing for Reform please check the plug ins user manuals for System Requirements as well as they may require additional hardware For production systems we also recommend redundant hard drives utilizing the mirroring features of RAID Redundant Array of Independent Disks to minimize data loss and expedite system recovery in the event of a hardware failure Battery backups are also suggested to maintain system uptime and reliability in case of power failures Installation To install the Email plug in to your existing Reform 12 installation download and run the Email installation executable Email exe The installer will launch There is no pre configuration required to install the plug in so click Next and the process will begin If SQL Server Express is not installed on your system it will be automatically installed This typically takes between 10 20 minutes between downloading the application and installing it If the Microsoft NET Framework 3 5 is not already installed on your system it will be automatically downloaded and installed After t
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