12 July 2011
The Managed Review & Approval Solution Accelerator is a powerful tool that easily increases the efficiency of conducting reviews and approvals within your team or in external circumstances. Part of the out-of-the-box functionality of the Managed Review & Approval Solution Accelerator is the auto-generated email notifications that keep the initiator, approvers and reviewers in the review aware of the review's progress. This is a very convenient feature but it has the potential to overwhelm email inboxes and inadvertently encourage people to disregard the notifications. In this tutorial, I will outline possible solutions to modify the default email settings to allow you to make the most of the Managed Review & Approval's capabilities.
This portion will direct to change the sender address of the email notifications.
Note: More explanation is provided in the LiveCycle Process Management documentation linked to at the bottom.
The messages that we are about to configure are sent out in the SendNotification process when an Event is triggered. You can find all the events in ReviewCommentingAndApproval/#/events folder. Events are xml files that thrown during certain process and then received by another. The receiver is then able to access the xml data that is specific to that event.
Note: If these applications are not available access the adminui. Follow Services/ Applications and Services / Application Management and select Import. Generally it will be located [SolutionTemplateRoot]/deploy to locate ManagedReviewAndapproval and ManagedReviewAndApproval – Sample. To locate the ReviewCOmmentingAndApproval Application you should be able find it under this root: [LCROOT]\Adobe LiveCycle ES2\sa_resources\SA_SDK_9.5\BuildingBlocks\ReviewCommentAndApproval\lca.
You are now ready to start customizing.
Customize the message
The customization of the subject and body of the email notifications will allow the user to make the most of the reminders. For example, the user can customize the body to contain a link to the location of the review or can provide a personalized message with task instructions. The subject and body fields of the emails are populated by templates located in ReviewCommentingAndApproval/ReviewCommentingAndApproval/# under resources > templates > email > notification.
To edit the templates, open the desired template with the Text Editor and use the CSS classes and HTML to modify your message. After you are finished save and check in the template. To put your changes into effect ensure to deploy the ReviewCommentingAndApproval application after checking in.
This solution requires the removal of the email templates used to auto-generate the emails. The removal causes no obvious consequences to the user however it will cause a error log to be recorded in the server.log. Be sure to create and deploy a new Application Version the delete the templates to prevent any permanent loss of data.
This solution is recommended because it does not cause error logs. In addition this solution provides more granular control over the email messages. However a solid knowledge of Workbench process creation is required. A new Application version is not as necessary as in Solution One but is still good practice to prevent any permanent data loss.