HowTo
Data Classification: Confidential
Title: Setup External Mail for J.D. Edwards
Software
Abstract: This document details the steps and requirements to set up external mail for
the J.D. Edwards Software.
Product
J.D. Edwards 5 & OneWorld® Software
Suite
Technical
Release
ERP 8.0, Xe, Pre-Xe
Document ID
ott-00-0032
Date Created
03/06/2000
Date Reviewed
07/18/2003
Date Revised
07/18/2003
Table of Contents
1.
2.
3.
4.
Overview
Setup to Enable External Messages using SMTP
MAPI and External Messaging
Frequently Asked Questions on External Messaging
Overview
The primary protocol used for sending messages in the J.D. Edwards software is
SMTP.
SMTP
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Is used when sending Workflow messages to an external e-mail address.
Is used by the Send Message system function when sending a message to an
external e-mail address.
Is used by reports and batch applications to send messages to external e-mail
addresses.
MAPI
MAPI has limited functionality in the J.D. Edwards software and as of Service Pack
22 and an available ESU for Xe and ERP 8.0, is being replaced with SMTP. Prior to
this service pack and ESU, MAPI:
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
Is used when pressing the External Mail button from the Tools exit bar prior to
applying the available ESU that changes this function to use SMTP
Is used by the Work Center (P012501) to access (send and read) external mail
such as Outlook and Lotus Notes. If using Outlook for example, the user will
see another folder in Work Center titled "Outlook". Within Work Center, the
sender will have the sent message in the Outlook sent item folder and the
receiver will have the message in the Outlook inbox. This functionality exists
prior to Service Pack 22
NOTE: At this time, Lotus Notes can only be used only for sending e-mail from the
Work Center or "External Mail" Tools Exit Bar button. Checking or reading Lotus
Notes e-mail from the Work Center is not supported.
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Setup to Enable External Messages Using SMTP
This setup will allow messages sent by workflow processes, the Send Message system
function and UBE completion messages to be sent to external mail.
Update the JDE.ini file on the Workstation AND the Enterprise Server
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Open jde.ini on Windows or WinNT directory
Search for key Rule1 in [JDEMAIL] section
Set thevaluetoRule1=90|OPT|MAILSERVER=<your SMTP server name>
Setup for Rule2, Rule3 and Rule4 (normally leave as it is) , or change the
domain name from "jdedwards.com" to whatever is appropriate in the
customer site
Save JDE.ini
Setup the User in Address Book and Define the Mail Preference
Set the mail preferences correctly for the user who is to receive the UBE / Workflow
messages. The user needs to be setup in the J.D. Edwards software Address Book.
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From menu G02, select Employee Queue Manager
Inquire on the User address book number.
Go into the Preference of the user (highlight the user and hit preference on the
row exit)
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Specify the mail type and enter a valid e-mail address for the user.
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Set up the User profile to include the user's address book number. Each User
ID should have a valid address book number associated with it in the User
Profiles Program (P0092) in the J.D. Edwards software.
At this point, all UBE, workflow messages and internal mail for that user will be sent
to the user's external mail address specified above. If the preference is not set for the
sender, the sender will be prompted to set preferences when trying to send external
mail.
Note: It is not possible to setup certain messages (such as Workflow messages) to go
to External Mail and other messages (such as UBE Completion Messages) to go to the
Work Center. Currently all messages must go to the same location of either External
Mail or the Work Center. However, it is possible to define the preference on a userby-user basis so some users receive their messages in the Work Center and others
within their external mail program.
Verifying the Setup of the SMTP server
Use the following steps to verify the setup of the SMTP server.
1. ping the SMTP server. It should return with success.
2. To test the connection to the SMTP server, issue the following form the client
PC and the enterprise server telnet <smtpHost> 25. For example: telnet
mail.jdedwards.com 25. It should return 220 <SMTP server name> ESMTP.
3. If the line comes back beginning with 220, this verifies the integrity of the
SMTP connection.
Note: The value used for smtpHost in the above telnet test should be the same value
for the mail server that was entered in the jde.ini for the Rule 1 mail server.
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MAPI and External Messaging
The use of MAPI for external messaging within the J.D. Edwards software is
becoming obsolete.
SAR 6546021 removes the functionality to use MAPI to read Outlook e-mail from
within the Work Center as of Service Pack 22.
There is an available ESU that changes the process of sending mail from the External
Mail tools option to use SMTP rather then MAPI. This change is available on an
ESU for SAR 6051423 for J.D. Edwards software release Xe and SAR 6473669 for
ERP 8.0.
Set up to Allow Messaging on the Workstation using MAPI
1. Review and install Windows Messaging on the workstation
2. Install external mail client such as Outlook or Lotus Notes
3. Create a new Profile (might need a Windows administrator or mail server
administrator to do this)
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Open Control Panel
Open the option for Mail
If the machine has a profile, click on the Show Profiles button, else go to the
next step
Click on Add button in Profiles of Windows Messaging
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Select the radio button "manually configure information services" and click
next
Input your profile name and click next. You can name it anything you want
(e.g. Lotus)
A new window "Properties of <profile name>" opens, click on the add button
Select service "Lotus Notes Mail" for Lotus Notes or "MS Exchange Server"
for Outlook.
Input your mail server name and password
Update the jde.ini file on the workstation
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Open jde.ini on Windows or WinNT directory
Search for key mailProfile in [JDEMAIL] section
Set value to mailProfile=<profile name> (i.e. profile name created above e.g.
mailProfile=Lotus. This setting allows the Work Center to send and read
external mail.
Note: If the sender does not have the mailProfile parameter, the Work Center will
prompt the user for the correct profile to use when he/she tries to send an external
message.
Set up Users in Address Book
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The person who will view external messages from the J.D. Edwards software
Work Center application needs to be setup in the Address Book application
(P01012)
The person who receives External mail is not required to be setup in the
Address Book. For example: if you select the external mail option and enter
an external e-mail address, that person is not required to be setup in the
address book.
Set up the User Profile to include the user's address book number.
Note:
The following window box will pop up when clicking OK during sending an external
mail if the mail profile or user preference is not setup correctly.
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Frequently Asked Questions on External Messaging
Q1. I want my message to get sent to Outlook, but when I run a report, the UBE
completion message gets sent to Work Center, not Outlook?
A1. Verify the email preference and e-mail address associated with the users address
book record. If there is a valid mail type and e-mail address then run the report with
override location LOCAL. If the message gets sent to Outlook, then the jde.ini on the
workstation is set up properly and the SMTP server is functioning. Next, verify the
mailServer section on the jde.ini settings on the enterprise server has the proper
SMTP server IP address. Usually, the jde.ini on the enterprise server is not set up
correctly.
Q2 – When a message is sent, it is not being sent to the appropriate user?
A2 – The address used for the message is retrieved from the User ID of the user that
submitted the report or batch application. Using the User Profile application, verify
what address number is associated with the user id that submitted the report.
Q3- I am running an application that sends multiple levels of error
messages. However, when sending the message to external mail, only the first level
of UBE completed is sent externally. The multiple levels of drill-down errors are not
being sent to external mail?
A3 - Multi-level drill down messages created by certain Batch Applications within JD
Edwards are always sent to the Work Center. Currently the functionality does not
exist to send these type of drill down messages externally. If the user's e-mail
preference is external, they will receive a message that the UBE process completed
with errors, however the specifics of the error messages will need to be viewed
through the work center. SAR 5352970 exists in the system requesting an
enhancement to send full detailed error messages to external mail.
Q4 – Is it possible to disable the UBE completion messages within the system
A4 – It is not possible to do this on a global basis for all UBE reports. It is possible to
do it on a report-by-report basis. The steps for disabling the completion messages for
an individual report are the following:
1. Create a C BSFN that calls "BOOL
ubeReport_DisableSendMessage(LPBHVRCOM pBhvrCom)"
2. Hook up this C BSFN anywhere in the report.
This will disable the messaging each time you run that particular report.
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