Using iDMS to Send Emails through Process Automation

iDMS and Process Automation - Premium can be used together to send communications after an iDMS task is run. The following outlines the process:

  1. Create a panel.
  2. Use the panel in the Process Automation task.
  3. Modify the iDMS task to update the panel.

The Process Automation task sends an email based on the updated panel.

Complexity

Intermediate

EMS Compatible

Yes

iMIS 2017 Compatible

Yes

Actions

Insert, Insert w/ Matching Help, Insert / Update

Example: In this example, Process Automation is used to send a communication to users who have had their accounts recently unlocked.

1. Creating the panel

Note: For more information on creating panels, see Creating panels.

Do the following to create the panel:

  1. Go to RiSE > Panel Designer > Panel definitions.
  2. Select Add panel definition.

  3. Create the panel such that it will display the information required for the task to execute properly. This may require some creativity. In this example, the panel must contain the iMIS ID of those whose accounts are unlocked and the date they were unlocked on.

  4. Add the Unlocking Date by creating a source then adding a property with type Date.

Note: There are no special characters (e.g. spaces) allowed in the source name.

2. Creating the IQA query

Do the following to create the IQA query using the panel as the source:

  1. Go to RiSE > Intelligent Query Architect > New > Query.
  2. (Sources tab) Add the panel source you created in the above section.
  3. (Filters tab) Add the Unlock_Date (or similarly named) property. Set the following values:
    • Comparison: Greater Equal
    • Value: Dynamic | Current Date

      • Example: If today is June 28, the query will return all Unlock Dates that are from today.

  4. Click Save.

Creating the Process Automation task

Do the following to create the Process Automation task:

  1. Go to RiSE > Process automation.
  2. Select Add new task.

  3. Add a trigger for the schedule of the task. In this example, for how the IQA query is set up, it should run daily. The time it runs at should be after the workday is over, otherwise any accounts unlocked after the scheduled time will not have an email sent to them. Make sure to ensure the task is enabled in order for it to run.

  4. Select the Query.

  5. Under Actions, select Add action. Then, select IQA as the recipient data source and New communication to create the email that will be sent.

  6. Click Save & Exit.

Running the iDMS Task

When running the iDMS Task perform all normal mappings. Include two extra mappings for the panel. Map the iMIS ID to the iMIS ID and use the current date for the Unlock Date. This will update the panel, which will update in the IQA query, which will be used in the PA task to send an email to these IDs.