IBM Support

Email Interaction Setup using Workflow

Troubleshooting


Problem

Users need to interact with Maximo Workflow using a smart phone

Resolving The Problem

1) Adjust the communication templates

Go to the MFMAILSENDWFA1, MFMAILRESCOMPWF, and MFMAILRESREJWF1 templates

In the "Send from" field, specify the address of the E-mail Listener.

 
 

2) Attach a Role and a Communication Template to Workflow Assignment

In the Workflow Designer application, open the task node properties

In the Communication template field, specify MFMAILSENDWFA1 communication template.

MFMAILSENDWFA1 is an out of the box template for the first email that is sent to the user when a new record is created.

 

3) Configure the MFMAILSENDWFM Escalation

Modify the SQL query in the escalation to specify the workflow process that sends the first email. Change the wfname in the SQL to an appropriate workflow process name.

image 8075

4) Configure the Email Listener

In the E-mail Listener application, create a new record.

Enter MFMAILRCV in the workflow process field.

Cron Task Name = LSNRCRON

NOTE: Crontask instance needs to be active for the LSNRCRON cron task in the Cron Task Setup application

image 8096

Select "Security Settings" action and add the Maximo Business Object (MBO) and Application name that you want to Interact with.   For examples, PR,ASSET,WORKORDER objects

image 8093

Activate the email listener

Activate the MFMAILCLEAN cron task in Cron Task Setup application



image 8094

5) Configure the Email Interactions

Make a duplicate of any existing Communication Template. For example,MFMAILRESCOMPPR communication template

Enter an object in the "Applies To" field. For example, PR object

image 8053

Go to Email Interaction Setup application and create a new record


Enter a Target Object.For example, workorder or PR object

Enter a workflow process

Enter a node in the Workflow Assignment Configuration

Attach MFMAILRESCOMPPR Communication template.


image 8109

6) Make sure user email type is set to 1 (Simple Format)
Go to the People application.
Set "Email Format" to 1 for all the Users.

Simple Format


7) Build a Workflow process in Workflow Designer to reinforce a business process

Create a Workflow process in Workflow Designer application
New work order records will go to Financial Approval 1.
If the estimated labor cost is greater than $500, then it will go to Financial Approver 2.
Then someone will perform some safety check

Enable and activate the workflow.

Option: select "Set Process to Auto-initiate" action if you wish to start the workflow automatically when user creates a new record



Use Case

1)Create a new work order in Work Order Tracking application
Click the Route Workflow icon

2) User wilson receives email in his inbox


Email offers two options:
Option 1 - I approve this work order. Route to next step in workflow
Option 2 - Cancel this work order





3) Click the Reply button and type in 1 for option 1





4) Wilson receives email that says the Workflow assignment has been approved.





5) Wilson receives another email with:
Option 1 - Initiate work - in progress
Option 2 - Cancel this WO





6) Reply with 1 in the body:

i.e. Get Safety and Permit Approval






7)Wilson receives email that says the Workflow assignment has been approved:





8) Reply with 1






9) Work Order 1275 has been changed to INPRG status.






Go to Select Action menu > Workflow > View Workflow History:





This work order record has gone through the entire Workflow without having a user logged into Maximo.

[{"Product":{"code":"SSLKT6","label":"IBM Maximo Asset Management"},"Business Unit":{"code":"BU059","label":"IBM Software w\/o TPS"},"Component":"E-Mail Listener Config","Platform":[{"code":"PF025","label":"Platform Independent"}],"Version":"Version Independent","Edition":"","Line of Business":{"code":"LOB59","label":"Sustainability Software"}}]

Document Information

Modified date:
29 January 2021

UID

swg21668020