Events and Notifications for CA APM

This article contains the following topics:
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This article contains the following topics:
An
event
represents an activity related to a field (default or extended) for an object. When you define an event, you specify the criteria that must be met before the event occurs. For example, you want to know when the data in a particular field changes. You can define an event that detects the data change. An event works in combination with a
notification
, which the workflow provider (for example, CA Process Automation) creates to alert your team members that an important event has occurred for a specific field or object. By using events and notifications, you alert people about upcoming events and help ensure that the appropriate tasks are performed in the correct order at the right time.
A notification is triggered when an event that you define occurs. For example, you define a date event on the Termination Date field for a legal document to notify the contract manager 15 days before a legal contract expires. The contract manager uses the 15 days to review and possibly negotiate a better contract. When the date arrives (that is, 15 days before the contract expires), the event occurs and the notification process is triggered through the workflow provider. The workflow provider constructs, issues, and manages the notification based on the configuration that you provided in the workflow provider and in CA APM.
The default notification method in CA APM supports email notifications using a workflow provider. You can send an email notification to any user or distribution list that is defined in your internal email system, even if the user is not a CA APM user. In addition, you can send an email to any external email address, if permitted by your email system.
You can also configure the notification process in the workflow provider to trigger any type of process. For example, you can set up the notification process to perform certain actions in another application when an event occurs in CA APM. For information about setting up different notification processes, see your workflow provider documentation.
You can define the following types of events to track and manage important changes to fields or objects:
  • Date events. Monitor a date field for an object and have the workflow provider notify you that an important date is approaching or has passed.
  • Change events. Monitor a field for an object and have the workflow provider notify you that the field value has changed.
  • Watch events. Monitor a field for an object and have the workflow provider notify you about a potential obstruction to completing a task.
Escalation of Notifications
When an event occurs, the workflow provider sends an email notification to the recipients that you specified when you defined the event. CA APM lets you send email notifications to different levels of recipients.
  • Initial recipients
    are the primary recipients of the notification. They are the first users to receive the notification and to respond and acknowledge the notification. The notification contains information about the event that you specified when you defined the event. The recipient receives a reminder email before the acknowledgment due date arrives. If the recipient still does not acknowledge the notification by the due date, the notification is escalated if you selected a workflow process with escalation.
  • Escalation recipients
    are secondary recipients of the notification. If the initial recipients do not acknowledge the notification within a specified time frame, the product escalates the notification to the escalation recipients if you selected a workflow process with escalation. Escalations help ensure that someone is notified about an important date or event when the initial recipient is not available to acknowledge the notification. The product includes the following workflow processes and escalations:
    • Notification and One Escalation - Sends a notification to the initial recipient and sends a reminder email. If the recipient acknowledges the notification, the process marks the event as completed. If the recipient does not acknowledge in the specified time frame, the process escalates the notification to the escalation recipient. If the escalation recipient responds, the process marks the event as completed. If the escalation recipient does not respond, the process marks the event as failed.
    • Notification without ACK - Sends a notification to the initial recipient and marks the event as completed. The recipient does not need to respond and the process does not escalate the notification.
    • Notification without Escalation - Sends a notification to the initial recipient and sends a reminder email. If the recipient does not respond, the process marks the event as failed. If the recipient responds in the specified time frame, the process marks the event as completed.
The notification levels let you notify one or more users about an event and provide separate instructions to each user. You define the recipients and the notification escalation levels when you specify the workflow provider process parameters for an event.
Acknowledgements
An email notification is acknowledged when the recipient opens the email, clicks the link to CA Process Automation, logs in to CA Process Automation, and acknowledges receipt of the notification. You acknowledge an email notification in the workflow provider.
The email that is sent to the initial recipient contains the message that you specified when you defined the event. If a user does not acknowledge receipt of the email, the notification is escalated to the next responsible recipient if the selected workflow process includes escalations. When a notification is acknowledged, the product does not perform any future escalations for the same event notification.
Email Notification Process Selection
When a date, change, or watch event occurs, the email notification process is started in the workflow provider (for example, CA Process Automation). You define and set up the email notification process in the workflow provider and in CA APM (for example, you define the email recipients, levels of escalation, and notification text). CA APM lets you define different types of notification processes in the workflow provider. For example, you can have an email notification process (provided with the product) and another user-defined process that initiates actions in an external application, such as an asset management dashboard. You select the notification process that you want to use with a specific event when you define the event.
For more information about defining notification processes in the workflow provider, see your workflow provider documentation.
The type of email notification process that is started after an event occurs depends on the process that you selected when you defined the event. The following email notification processes are provided with the product and apply to the CA Process Automation workflow provider:
  • Notification and One Escalation - Notifies the initial recipient and sends a reminder email. If the recipient acknowledges the notification, the process marks the event as completed. If the recipient does not acknowledge in the specified time frame, the process escalates the notification to the escalation recipient. If the escalation recipient responds, the process marks the event as completed. If the escalation recipient does not respond, the process marks the event as failed.
  • Notification without ACK - Notifies the initial recipient and marks the event as completed. The recipient does not need to acknowledge the notification.
  • Notification without Escalation - Notifies the initial recipient and sends a reminder email. If the recipient does not acknowledge the notification within the specified time frame, the process marks the event as failed. If the recipient acknowledges within the specified time frame, the process marks the event as completed.
You can define additional notification processes in the workflow provider that perform other actions (in addition to email notifications) when events occur. You can then select one of your own defined processes when you define an event.
How to Manage Events and Notifications
Events work in combination with notifications, which the workflow provider (for example, CA Process Automation) creates, to communicate information to your team members about important events and activity. To manage events and notifications, complete the following steps:
  1. Administrators grant permissions to users to manage events.
    For more information about the permissions to manage events, see Grant Permissions to Manage Events.
  2. Open an existing local or global configuration and define any of the following events:
  3. The workflow provider initiates the email notification process.
  4. View an audit history of events.
  5. (Optional) The notification recipient acknowledges the notification.
Date Events
Use a
date event
to monitor a date field for an object and have the workflow provider (for example, CA Process Automation) notify you that an important date is approaching or has passed. Date events are based on the value that is stored in a specific date field (default and extended fields), and the notification from the workflow provider provides an advanced warning to alert someone to complete a follow-up task. The date on which a user is notified about the upcoming or passed event is based on the field value for the object and the information that you specify when you define the event, including the Days After value.
CA APM lets you define one or more date events for a single field.
As a rule, events are not triggered (and notifications are not sent) for field changes that happened before the event was defined. An exception to this rule occurs for date events. If the notification date occurs
after
the event was defined, an event is triggered (and a notification is sent) even if the field change happened
before
the event was defined.
Example: Define a Date Event to Terminate a Legal Document
In this example, a contract negotiator must review contracts thirty days before they expire. You define a date event on the Terminate Date field for a legal document. For example, when the contract manager adds a legal document for which the termination date is 3/31/2010, a notification is sent to the appropriate person on 3/1/2010.
Define a Date Event
CA APM lets you define a date event to monitor a date field and have the workflow provider (for example, CA Process Automation) notify you that an important date is approaching or has passed. For example, you can define a date event on the Terminate Date field for a legal document. You can define one or more date events for a single field.
If your administrator has granted you the correct permissions, you can complete this task.
Follow these steps:
  1. Click the tab and optional subtab for the event definition that you want to configure. On the left, click CONFIGURE: ON.
    The configuration of the event is enabled. In the Configuration Information area of the page, select an existing global or local configuration.
    Global configuration changes affect all users, regardless of their role. Local configuration changes only affect users in the roles assigned to the selected configuration.
    Next to the field, click the Event Configuration icon.
    The Events page for the selected field appears.
  2. Click New.
  3. Specify the information for the date event.
    The following fields require explanation:
    • Event Type
      Select the type of event as a date event. After you select the event type and save the event, you cannot change the event type. If you select the incorrect event type when defining an event, delete the event and define it again using the correct event type.
    • Days After
      Specify a positive or negative number to indicate how many days before or after a field change occurs to create a date event.
      • A positive number indicates how many days after the original value has passed to create a date event.
      • A negative number indicates how many days before the original value approaches to create a date event.
    • Inactive
      Select this check box to indicate that the date event is inactive. When you make a date event inactive, no new notifications are created for the event. However, pending notifications are processed.
    • Event Provider
      Select the workflow provider to notify users that the date event has occurred (for example, CA IT Process Automation Manager). When you select a provider, all available workflow processes for the selected provider appear in the Workflow Process field.
    • Workflow Process
      Identifies the workflow process for the workflow provider. When you select a workflow process, all available process parameters for the workflow provider appear.
      • Notification and One Escalation - Notifies the initial recipient and sends a reminder email. If the recipient acknowledges the notification, the process marks the event as completed. If the recipient does not acknowledge in the specified time frame, the process escalates the notification to the escalation recipient. If the escalation recipient responds, the process marks the event as completed. If the escalation recipient does not respond, the process marks the event as failed.
      • Notification without ACK - Notifies the initial recipient and marks the event as completed. The recipient does not need to acknowledge the notification.
      • Notification without Escalation - Notifies the initial recipient and sends a reminder email. If the recipient does not acknowledge the notification within the specified time period, the process marks the event as failed. If the recipient acknowledges within the specified time period, the process marks the event as completed.
      • (Optional) Additional Process Types - Uses processes you defined in the workflow provider.
    • Notification Parameters
      Specify each process parameter for the workflow provider by doing one of the following in each field:
      Refer to the field tooltips for specific information about the format and content of each parameter field.
  4. Click Save.
  5. Click CONFIGURE: OFF.
    The configuration of the date event is complete.
Update a Date Event
CA APM lets you update the information for an existing date event. For example, you can change the event name and description, and you can make the event inactive.
If your administrator has granted you the correct permissions, you can complete this task.
Follow these steps:
  1. Click the tab and optional subtab for the event definition that you want to configure. On the left, click CONFIGURE: ON.
    The configuration of the event is enabled.
    In the Configuration Information area of the page, select an existing global or local configuration.
    Global configuration changes affect all users, regardless of their role. Local configuration changes only affect users in the roles assigned to the selected configuration.
    Next to the field, click the Event Configuration icon.
    The Events page for the selected field appears.
  2. Click the Edit Record icon next to the date event that you want to update.
  3. Enter the new information for the date event.
     After you define and save an event, you cannot change the Event Type, Event Cause, Value Changed From, and Value Changed To. If you enter the incorrect information, delete the event and define it again using the correct information.
  4. Click the Complete Record Edit icon.
  5. Click Save.
  6. Click CONFIGURE: OFF.
    The configuration of the date event is complete.
Delete a Date Event
CA APM lets you delete a date event that you do not need. For example, when you do not want to be notified about a change to the Terminate Date field for a legal document, you can delete the associated date event. If your administrator has granted you the correct permissions, you can complete this task.
Any pending notifications from the workflow provider (for example, CA Process Automation) about the event are sent before the event is deleted. When you delete an event, all historical information about the event is deleted. We recommend that instead of deleting the event, you make the event inactive. That way, if you need the event in the future, you do not have to redefine it.
Follow these steps:
  1. Click the tab and optional subtab for the event definition that you want to configure.
    On the left, click CONFIGURE: ON. The configuration of the event is enabled.
    In the Configuration Information area of the page, select an existing global or local configuration.
    Global configuration changes affect all users, regardless of their role. Local configuration changes only affect users in the roles assigned to the selected configuration.
    Next to the field, click the Event Configuration icon. The Events page for the selected field appears.
  2. Click the Mark for Deletion icon next to the date event that you want to delete.
  3. Click Save.
  4. Click CONFIGURE: OFF.
    The configuration of the date event is complete.
Change Events
Use a
change event
to monitor a field for an object and have the workflow provider (for example, CA Process Automation) notify you that the field value has changed. Change events are based on the value that is stored in a specific field (default and extended fields), and the notification from the workflow provider provides a warning to alert someone when the value of a field is set or changes.
CA APM lets you define one or more change events for a single field.
Example: Define a Change Event to Find Equipment for a New Employee
In this example, asset technicians provide the appropriate equipment when an employee is hired or transferred to a different department. You define a change event that issues a notification to a member of the asset technician team when the Department field value for the contact is set or changes. This notification alerts the technician to find equipment for the new or transferred employee.
Define a Change Event
CA APM lets you define a change event to monitor a field and have the workflow provider (for example, CA Process Automation) notify you that the field value has changed. For example, you can define a change event on the Department field for a contact. You can define one or more change events for a single field.
If your administrator has granted you the correct permissions, you can complete this task.
Follow these steps:
  1. Click the tab and optional subtab for the event definition that you want to configure.
    On the left, click CONFIGURE: ON. The configuration of the event is enabled.
    In the Configuration Information area of the page, select an existing global or local configuration.
    Global configuration changes affect all users, regardless of their role. Local configuration changes only affect users in the roles assigned to the selected configuration.
    Next to the field, click the Event Configuration icon.
    The Events page for the selected field appears.
  2. Click New.
  3. Specify the information for the change event.
    The following fields require explanation:
    • Event Type
      Select the type of event as a change event. After you select the event type and save the event, you cannot change the event type. If you select the incorrect event type when defining an event, delete the event and define it again using the correct event type.
    • Event Cause
      Select the type of action that must happen to the field for the change event to occur. Supported event causes include when a field is changed, a record is added, and a record is deleted.
    • Value Changed From
      Select the initial state of the field value for the change event to occur. Supported field value changes include the following options:
      • Any value
        . Any field value sets the initial state.
      • Blank
        . A blank field value sets the initial state.
      • Old value
        . A specific value sets the initial state.
    • Value
      Available when you select
      Old value
      in the Value Changed From field. Enter a specific value to set the initial state.
    • Value Changed To
      Select the final state of the field value for the change event to occur. Supported field value changes include the following options:
      • Any value
        . Any field value, except a blank value, sets the final state.
      • Blank
        . A blank field value sets the final state.
      • New value
        . A specific value sets the final state.
    • Value
      Available when you select
      New value
      in the Value Changed To field. Enter a specific value to set the final state.
    • Inactive
      Select this check box to indicate that the change event is inactive. When you make a change event inactive, no new notifications are created for the event. However, pending notifications are processed.
    • Event Provider
      Select the workflow provider to notify users that the change event has occurred (for example, CA IT Process Automation Manager). When you select a provider, all available workflow processes for the selected provider appear in the Workflow Process field.
    • Workflow Process
      Identifies the workflow process for the workflow provider. When you select a workflow process, all available process parameters for the workflow provider appear.
      • Notification and One Escalation - Notifies the initial recipient and sends a reminder email. If the recipient acknowledges the notification, the process marks the event as completed. If the recipient does not acknowledge in the specified time frame, the process escalates the notification to the escalation recipient. If the escalation recipient responds, the process marks the event as completed. If the escalation recipient does not respond, the process marks the event as failed.
      • Notification without ACK - Notifies the initial recipient and marks the event as completed. The recipient does not need to acknowledge the notification.
      • Notification without Escalation - Notifies the initial recipient and sends a reminder email. If the recipient does not acknowledge the notification within the specified time period, the process marks the event as failed. If the recipient acknowledges within the specified time period, the process marks the event as completed.
      • (Optional) Additional Process Types - Uses processes you defined in the workflow provider.
    • Notification Parameters
      Specify each process parameter for the workflow provider by doing one of the following in each field:
      Refer to the field tooltips for specific information about the format and content of each parameter field.
  4. Click Save.
  5. Click CONFIGURE: OFF.
    The configuration of the event is complete.
Update a Change Event
CA APM lets you update the information for an existing change event. For example, you can change the event name and description, and you can make the event inactive.
If your administrator has granted you the correct permissions, you can complete this task.
Follow these steps:
  1. Click the tab and optional subtab for the event definition that you want to configure. On the left, click CONFIGURE: ON.
    The configuration of the event is enabled.
  2. In the Configuration Information area of the page, select an existing global or local configuration. Next to the field, click the Event Configuration icon.
    The Events page for the selected field appears.
    Global configuration changes affect all users, regardless of their role. Local configuration changes only affect users in the roles assigned to the selected configuration
  3. Click the Edit Record icon next to the change event that you want to update.
  4. Enter the new information for the change event.
     After you define and save an event, you cannot change the Event Type, Event Cause, Value Changed From, and Value Changed To. If you enter the incorrect information, delete the event and define it again using the correct information.
  5. Click the Complete Record Edit icon.
  6. Click Save.
  7. Click CONFIGURE: OFF.
    The configuration of the change event is complete.
Delete a Change Event
CA APM lets you delete a change event that you do not need. For example, when you do not want to be notified about a change to the Department field for a contact, you can delete the associated change event. If your administrator has granted you the correct permissions, you can complete this task.
Any pending notifications from the workflow provider (for example, CA Process Automation) about the event are sent before the event is deleted. When you delete an event, all historical information about the event is deleted. We recommend that instead of deleting the event, you make the event inactive. That way, if you need the event in the future, you do not have to redefine it.
Follow these steps:
  1. Click the tab and optional subtab for the event definition that you want to configure. On the left, click CONFIGURE: ON.
    The configuration of the event is enabled. In the Configuration Information area of the page, select an existing global or local configuration.
    Global configuration changes affect all users, regardless of their role. Local configuration changes only affect users in the roles assigned to the selected configuration.
    Next to the field, click the Event Configuration icon.
    The Events page for the selected field appears.
  2. Click the Mark for Deletion icon next to the change event that you want to delete.
  3. Click Save.
  4. Click CONFIGURE: OFF.
    The configuration of the change event is complete.
Watch Events
Use a
watch event
to monitor a field for an object and have the workflow provider (for example, CA Process Automation) notify you about a potential obstruction to completing a task. Watch events are based on inactivity on a particular field (default and extended fields) within a specified time period, and the notification from the workflow provider provides an advanced warning to alert someone about a potential obstruction. If the field value changes within the time period, the workflow provider does not send a notification.
CA APM lets you define one or more watch events for a single field.
Example: Define a Watch Event to Configure and Deploy New Laptops
In this example, you require that asset technicians configure and deploy all new laptops to employees within five days of receiving the laptop. To meet this requirement, you define a watch event that creates an event when an asset is assigned a status (Lifecycle Status field) of received. If the status remains received for more than five days, a notification is sent to an asset technician.
Define a Watch Event
CA APM lets you define a watch event to monitor a field and have the workflow provider (for example, CA Process Automation) notify you about inactivity on a particular field. For example, you can define a watch event on the Lifecycle Status field for an asset. You can define one or more watch events for a single field.
If your administrator has granted you the correct permissions, you can complete this task.
Follow these steps:
  1. Click the tab and optional subtab for the event definition that you want to configure. On the left, click CONFIGURE: ON.
    The configuration of the event is enabled. In the Configuration Information area of the page, select an existing global or local configuration.
    Global configuration changes affect all users, regardless of their role. Local configuration changes only affect users in the roles assigned to the selected configuration.
    Next to the field, click the Event Configuration icon.
    The Events page for the selected field appears.
  2. Click New.
  3. Specify the information for the watch event.
    The Value Changed From and Value fields work together to start the timer for the watch event. The timer continues for the duration that you specify in the Days After field. The Value Changed To and Value fields work together to indicate the value that you want to achieve and stop the timer. If the value that you want to achieve does not occur in the specified time period after the timer starts, the watch event occurs and indicates that the defined workflow did not happen.
    The following fields require explanation:
    • Event Type
      Select the type of event as a watch event. After you select the event type and save the event, you cannot change the event type. If you select the incorrect event type when defining an event, delete the event and define it again using the correct event type.
    • Event Cause
      Select the type of action that must happen to the field for the watch event to occur. A supported event cause is when a field is changed.
    • Days After
      Specify a positive number to indicate how many days to wait after the Value Changed From field value to start the watch timer.
      If the Value Change To field value does not occur, the watch timer expires after the number of days that you specify. After the watch timer expires, the watch event is created. However, the watch timer will stop when the Value Change To field value changes to the specified value and no watch event is created.
    • Value Changed From
      Select the initial field value to start the timer to create the watch event. Supported field value changes include the following options:
      • Any value
        . Any field value starts the timer for the watch event.
      • Blank
        . A blank field value starts the timer for the watch event.
      • Old value
        . A specific initial value starts the timer for the watch event.
    • Value
      Available when you select
      Old value
      in the Value Changed From field. Enter a specific value to start the timer for the watch event.
    • Value Changed To
      Select the final state of the field value that stops the timer for the watch event and prevents the watch event from occurring. Supported field value changes include the following options:
      • Any value
        . Any field value stops the timer for the watch event and prevents the watch event from occurring.
      • Blank
        . A blank field value stops the timer for the watch event and prevents the watch event from occurring.
      • New value
        . A specific field value stops the timer for the watch event and prevents the watch event from occurring.
    • Value
      Available when you select
      New value
      in the Value Changed To field. Enter a specific value to stop the timer for the watch event and prevent the watch event from occurring.
    • Inactive
      Select this check box to indicate that the watch event is inactive. When you make a watch event inactive, no new notifications are created for the event. However, pending notifications are processed.
    • Event Provider
      Select the workflow provider to notify users that the watch event has occurred (for example, CA IT Process Automation Manager). When you select a provider, all available workflow processes for the selected provider appear in the Workflow Process field.
    • Workflow Process
      Identifies the workflow process for the workflow provider. When you select a workflow process, all available process parameters for the workflow provider appear.
      • Notification and One Escalation - Notifies the initial recipient and sends a reminder email. If the recipient acknowledges the notification, the process marks the event as completed. If the recipient does not acknowledge in the specified time frame, the process escalates the notification to the escalation recipient. If the escalation recipient responds, the process marks the event as completed. If the escalation recipient does not respond, the process marks the event as failed.
      • Notification without ACK - Notifies the initial recipient and marks the event as completed. The recipient does not need to acknowledge the notification.
      • Notification without Escalation - Notifies the initial recipient and sends a reminder email. If the recipient does not acknowledge the notification within the specified time period, the process marks the event as failed. If the recipient acknowledges within the specified time period, the process marks the event as completed.
      • (Optional) Additional Process Types - Uses processes you defined in the workflow provider.
    • Notification Parameters
      Specify each process parameter for the workflow provider by doing one of the following in each field:
      Refer to the field tooltips for specific information about the format and content of each parameter field.
  4. Click Save.
  5. Click CONFIGURE: OFF.
    The configuration of the watch event is complete.
Update a Watch Event
CA APM lets you update the information for an existing watch event. For example, you can change the event name and description, and you can make the event inactive.
Note:
If your administrator has granted you the correct permissions, you can complete this task.
Follow these steps:
  1. Click the tab and optional subtab for the event definition that you want to configure. On the left, click CONFIGURE: ON.
    The configuration of the event is enabled. In the Configuration Information area of the page, select an existing global or local configuration.
    Global configuration changes affect all users, regardless of their role. Local configuration changes only affect users in the roles assigned to the selected configuration.
    Next to the field, click the Event Configuration icon.
    The Events page for the selected field appears.
  2. Click the Edit Record icon next to the watch event that you want to update.
  3. Enter the new information for the watch event.
     After you define and save an event, you cannot change the Event Type, Event Cause, Value Changed From, and Value Changed To. If you enter the incorrect information, delete the event and define it again using the correct information.
  4. Click the Complete Record Edit icon.
  5. Click Save.
  6. Click CONFIGURE: OFF.
    The configuration of the watch event is complete.
Delete a Watch Event
CA APM lets you delete a watch event that you do not need. For example, when you do not want to be notified about a change to the Lifecycle Status field for an asset, you can delete the associated watch event. If your administrator has granted you the correct permissions, you can complete this task.
Any pending notifications from the workflow provider (for example, CA Process Automation) about the event are sent before the event is deleted. When you delete an event, all historical information about the event is deleted. We recommend that instead of deleting the event, you make the event inactive. That way, if you need the event in the future, you do not have to redefine
 
Follow these steps:
  1. Click the tab and optional subtab for the event definition that you want to configure. On the left, click CONFIGURE: ON.
    The configuration of the event is enabled. In the Configuration Information area of the page, select an existing global or local configuration.
    Global configuration changes affect all users, regardless of their role. Local configuration changes only affect users in the roles assigned to the selected configuration.
    Next to the field, click the Event Configuration icon.
    The Events page for the selected field appears.
  2. Click the Mark for Deletion icon next to the watch event that you want to delete.
  3. Click Save.
  4. Click CONFIGURE: OFF.
    The configuration of the watch event is complete.
Workflow Provider Process Parameters
You perform some of the setup and configuration of the email notification process in the workflow provider. However, you also specify the process parameters for the workflow provider when you define an event in CA APM. The process parameters include items such as user IDs, email addresses, email subject, content of email, and other items. The workflow provider uses this information to construct, issue, and manage the email notification.
For information about workflow provider process parameters that you must specify in CA Process Automation, see Integrate with CA Process Automation Integration for a Notification Process Manually
.
For information about setting up a notification process, see your workflow provider documentation.
You can provide actual (hard-coded) values when you specify the process parameters. If you use an actual value for an email address (or another parameter), you must verify that the address (or other data) is valid.
You can also map the process parameters to CA APM object attributes. If you map a process parameter to a CA APM object attribute, the workflow provider accesses CA APM to find the current value of the mapped attribute and uses that value to construct and manage the notification. For example, you map the process parameter Initial Email Addresses to the CA APM attribute Contact Email Address when you define an event. When that event occurs, the workflow provider determines the current value of the CA APM Contact Email Address and uses that value for the Email ID.
To map CA Process Automation process parameters to CA APM objects successfully, you must understand the CA APM data objects and the CA Process Automation parameters. You need to determine which CA APM object is an appropriate match for each CA Process Automation parameter.
Notification and One Escalation Process Parameters
The process parameters that appear when you define an event depend on the workflow provider process type that you select. The Notification and One Escalation process is an email notification process that is included with the product. This process sends an email notification to the initial recipient when an event occurs and, if the initial recipient does not respond, escalates the email to the first escalation level recipients. When you select this process as the workflow process for an event, a list of parameters appears.
CA APM and CA Process Automation do not validate the information that you enter for the parameters. You must verify that your input is valid and that you entered the data in the correct format.
The following fields require explanation:
  • Initial User IDs
    CA Process Automation user ID (CA APM or non-CA APM user) for acknowledging the initial notification. You can specify more than one user ID, separated with colons. Do not enter spaces between entries.
    Example:
    This example contains a user ID (John) that is a text entry value and the mapped field {legaldoc.owner.userid}. The two items are separated with a colon. The mapped field {legaldoc.owner.userid} represents the user ID of the user in the Owner field of the Legal Document. To obtain the mapped field {legaldoc.owner.userid}, click the Map Fields button, select the Owner link in the Add Fields dialog, and select User ID from the list of attributes.
    John:{legaldoc.owner.userid}
  • Initial Groups
    CA Process Automation group name for acknowledging the initial notification. You can specify more than one group name, separated with colons. Do not enter spaces between entries.
    Example:
    This example contains a CA Process Automation group name (ITAM) that is a text entry value.
    ITAM
  • Initial Email Addresses
    Email address (or distribution list) of the initial recipient of the email. You can specify more than one address, separated with semicolons. You can enter spaces between entries.
    Example:
    This example contains an email address ([email protected]) that is a text entry value and the mapped field {legaldoc.owner.emailid}. The two items are separated with a semicolon. The mapped field {legaldoc.owner.emailid} represents the email address of the user in the Owner field of the Legal Document. To obtain the mapped field {legaldoc.owner.emailid}, click the Map Fields button, select the Owner link in the Add Fields dialog, and select Email Address from the list of attributes.
    [email protected];{legaldoc.owner.emailid}
  • Initial Email Copy Addresses
    Email address (or distribution list) of the initial copy recipient of the email. You can specify more than one address, separated with semicolons. You can enter spaces between entries.
    Example:
    This example contains an email address ([email protected]) that is a text entry value and the mapped field {legaldoc.requestor.emailid}. The two items are separated with a semicolon. The mapped field {legaldoc.requestor.emailid} represents the email address of the user in the Requestor field of the Legal Document. To obtain the mapped field {legaldoc.requestor.emailid}, click the Map Fields button, select the Requestor link in the Add Fields dialog, and select Email Address from the list of attributes.
    [email protected];{legaldoc.requestor.emailid}
  • Initial Email Subject
    Subject of the email message for the initial recipient. Enter text or combine text entry with mapped fields. You do not need to enter colons or semicolons to separate entries.
    Example:
    This example contains text entry content (Acknowledgement required for) and the mapped field {legaldoc.documentidentifier}.
    Acknowledgment required for {legaldoc.documentidentifier}
  • Initial Email Message
    Message of the email for the initial recipient. Enter text or combine text entry with mapped fields. You do not need to enter colons or semicolons to separate entries.
    Example:
    This example contains text entry content (The Legal Document Document Identifier), the mapped field {legaldoc.documentidentifier}, and more text entry content.
    The Legal Document Document Identifier {legaldoc.documentidentifier} requires your acknowledgment using the link in the Subject of this email.
  • Acknowledgment Title
    Title that appears on the acknowledgment task that the user accesses in CA Process Automation to acknowledge receipt of the notification. You do not need to enter colons or semicolons to separate entries.
    Example:
    This example contains text entry content (The Legal Document Document Identifier) only.
    The Legal Document Document Identifier
  • Acknowledgment Description
    Description that appears on the acknowledgment task that the user accesses in CA Process Automation to acknowledge receipt of the notification. You do not need to enter colons or semicolons to separate entries.
    Example:
    This example contains text entry content (The Legal Document Document Identifier) and the mapped field {legaldoc.documentidentifier}.
    The Legal Document Document Identifier {legaldoc.documentidentifier}
  • Escalation User IDs
    CA Process Automation user ID (CA APM or non-CA APM user) for acknowledging the escalation notification. You can specify more than one user ID, separated with colons. Do not enter spaces between entries.
    Example:
    This example contains a user ID (Mary) that is a text entry value and the mapped field {legaldoc.owner.supervisor.userid}. The two items are separated with a colon. The mapped field {legaldoc.owner.supervisor.userid} represents the user ID of the supervisor of the user in the Owner field of the Legal Document. To obtain the mapped field {legaldoc.owner.supervisor.userid}, click the Map Fields button, select the Owner link in the Add Fields dialog, select the Supervisor link, and select User ID from the list of attributes.
    Mary:{legaldoc.owner.supervisor.userid}
  • Escalation Groups
    CA Process Automation group name for acknowledging the escalation notification. You can specify more than one group name, separated with colons. Do not enter spaces between entries.
    Example:
    This example contains a CA Process Automation group name (ITAM) that is a text entry value.
    ITAM
  • Escalation Email Addresses
    Email address (or distribution list) of the recipient of the escalation email. You can specify more than one address, separated with semicolons. You can enter spaces between entries.
    Example:
    This example contains an email address ([email protected]) that is a text entry value and the mapped field {legaldoc.owner.supervisor.emailid}. The two items are separated with a semicolon. To obtain the mapped field {legaldoc.owner.supervisor.emailid}, click the Map Fields button, select the Owner link in the Add Fields dialog, select the Supervisor link, and select Email Address from the list of attributes.
    [email protected];{legaldoc.owner.supervisor.emailid}
  • Escalation Email Copy Addresses
    Email address (or distribution list) of the copy recipients of the escalation email. You can specify more than one address, separated with semicolons. You can enter spaces between entries.
    Example:
    This example contains an email address ([email protected]) that is a text entry value and the mapped field {legaldoc.requestor.emailid}. The two items are separated with a semicolon. The mapped field {legaldoc.requestor.emailid} represents the email address of the user in the Requestor field of the Legal Document. To obtain the mapped field {legaldoc.requestor.emailid}, click the Map Fields button, select the Requestor link in the Add Fields dialog, and select Email Address from the list of attributes.
    [email protected];{legaldoc.requestor.emailid}
  • Escalation Email Subject
    Subject of the escalation email. Enter text or combine text entry with mapped fields. You do not need to enter colons or semicolons to separate entries.
    Example:
    This example contains text entry content (Escalation for), the mapped field {legaldoc.documentidentifier}, and additional text entry content.
    Escalation for {legaldoc.documentidentifier}. Acknowledgment required
  • Escalation Email Message
    Message of the escalation email. Enter text or combine text entry with mapped fields. You do not need to enter colons or semicolons to separate entries.
    Example:
    This example contains text entry content (The Legal Document Document Identifier), the mapped field {legaldoc.documentidentifier}, and more text entry content.
    The Legal Document Document Identifier {legaldoc.documentidentifier} requires your acknowledgment using the link in the Subject of this email.
  • Reminder Email Subject
    Subject of the reminder email message for initial and escalation recipients. The product sends a reminder when half of the Acknowledgment Time-out period has passed. Enter text or combine text entry with mapped fields. You do not need to enter colons or semicolons to separate entries.
    Example:
    This example contains text entry content (Reminder for), the mapped field {legaldoc.documentidentifier}, and additional text entry content.
    Reminder for {legaldoc.documentidentifier}. Acknowledgment required.
  • Reminder Email Message
    Message of the reminder email for initial and escalation recipients. The product sends a reminder when half of the Acknowledgment Time-out period has passed. Enter text or combine text entry with mapped fields. You do not need to enter colons or semicolons to separate entries.
    Example:
    This example contains text entry content (Reminder: The Legal Document Document Identifier), the mapped field {legaldoc.documentidentifier}, and more text entry content.
    Reminder: The Legal Document Document Identifier {legaldoc.documentidentifier} requires your acknowledgment using the link in the Subject of this email.
  • Acknowledgment Time-out (Days:Hours:Minutes)
    The amount of time that is allowed for acknowledgment after the email notification is sent before the escalation process begins. This time-out applies to initial and escalation notifications. Days, hours, and minutes can be any numeric value. The format must be
    days
    :
    hours
    :
    minutes
    (separated with colons).
    Example:
    This example specifies a time-out period of exactly four days.
    4:00:00
Notification without ACK Process Parameters
The process parameters that appear when you define an event depend on the workflow provider process type that you select. The Notification without ACK process is an email notification process that is included with the product. This process sends an email notification to the specified recipient when an event occurs. The recipient does not need to acknowledge the notification, and the product does not escalate the notification. When you select this process as the workflow process for an event, a list of parameters appears.
CA APM and CA Process Automation do not validate the information that you enter for the parameters. You must verify that your input is valid and that you entered the data in the correct format.
The following fields require explanation:
  • Email Address
    Email address (or distribution list) of the recipient of the email. You can specify more than one address, separated with semicolons. You can enter spaces between entries.
    Example:
    This example contains an email address ([email protected]) that is a text entry value and the mapped field {legaldoc.owner.emailid}. The two items are separated with a semicolon. The mapped field {legaldoc.owner.emailid} represents the email address of the user in the Owner field of the Legal Document. To obtain the mapped field {legaldoc.owner.emailid}, click the Map Fields button, select the Owner link in the Add Fields dialog, and select Email Address from the list of attributes.
    [email protected];{legaldoc.owner.emailid}
  • Email Copy Address
    Email address (or distribution list) of the copy recipient of the email. You can specify more than one address, separated with semicolons. You can enter spaces between entries.
    Example:
    This example contains an email address ([email protected]) that is a text entry value and the mapped field {legaldoc.requestor.emailid}. The two items are separated with a semicolon. The mapped field {legaldoc.requestor.emailid} represents the email address of the user in the Requestor field of the Legal Document. To obtain the mapped field {legaldoc.requestor.emailid}, click the Map Fields button, select the Requestor link in the Add Fields dialog, and select Email Address from the list of attributes.
    [email protected];{legaldoc.requestor.emailid}
  • Email Subject
    Subject of the email message for the recipient. Enter text or combine text entry with mapped fields. You do not need to enter colons or semicolons to separate entries.
    Example:
    This example contains text entry content (Acknowledgment required for) and the mapped field {legaldoc.documentidentifier}.
    Acknowledgment required for {legaldoc.documentidentifier}
  • Email Message
    Message of the email for the recipient. Enter text or combine text entry with mapped fields. You do not need to enter colons or semicolons to separate entries.
    Example:
    This example contains text entry content (The Legal Document Document Identifier), the mapped field {legaldoc.documentidentifier}, and more text entry content.
    The Legal Document Document Identifier {legaldoc.documentidentifier} requires your acknowledgment using the link in the Subject of this email.
Notification without Escalation Process Parameters
The process parameters that appear when you define an event depend on the workflow provider process type that you select. The Notification without Escalation process is an email notification process that is included with the product. This process sends an email notification to the specified recipient when an event occurs. If the recipient does not respond in the specified time period, the process does not escalate the notification. However, the process marks the associated event as failed. When you select this process as the workflow process for an event, a list of parameters appears.
CA APM and CA Process Automation do not validate the information that you enter for the parameters. You must verify that your input is valid and that you entered the data in the correct format.
The following fields require explanation:
  • User IDs
    CA Process Automation user ID (CA APM or non-CA APM user) for acknowledging the notification. You can specify more than one user ID, separated with colons. Do not enter spaces between entries.
    Example:
    This example contains a user ID (John) that is a text entry value and the mapped field {legaldoc.owner.userid}. The two items are separated with a colon. The mapped field {legaldoc.owner.userid} represents the user ID of the user in the Owner field of the Legal Document. To obtain the mapped field {legaldoc.owner.userid}, click the Map Fields button, select the Owner link in the Add Fields dialog, and select User ID from the list of attributes.
    John:{legaldoc.owner.userid}
  • Groups
    CA Process Automation group name for acknowledging the notification. You can specify more than one group name, separated with colons. Do not enter spaces between entries.
    Example:
    This example contains a CA Process Automation group name (ITAM) that is a text entry value.
    ITAM
  • Email Addresses
    Email address (or distribution list) of the recipient of the email. You can specify more than one address, separated with semicolons. You can enter spaces between entries.
    Example:
    This example contains an email address ([email protected]) that is a text entry value and the mapped field {legaldoc.owner.emailid}. The two items are separated with a semicolon. The mapped field {legaldoc.owner.emailid} represents the email address of the user in the Owner field of the Legal Document. To obtain the mapped field {legaldoc.owner.emailid}, click the Map Fields button, select the Owner link in the Add Fields dialog, and select Email Address from the list of attributes.
    [email protected];{legaldoc.owner.emailid}
  • Email Copy Addresses
    Email address (or distribution list) of the copy recipient of the email. You can specify more than one address, separated with semicolons. You can enter spaces between entries.
    Example:
    This example contains an email address ([email protected]) that is a text entry value and the mapped field {legaldoc.requestor.emailid}. The two items are separated with a semicolon. The mapped field {legaldoc.requestor.emailid} represents the email address of the user in the Requestor field of the Legal Document. To obtain the mapped field {legaldoc.requestor.emailid}, click the Map Fields button, select the Requestor link in the Add Fields dialog, and select Email Address from the list of attributes.
    [email protected];{legaldoc.requestor.emailid}
  • Email Subject
    Subject of the email message for the recipient. Enter text or combine text entry with mapped fields. You do not need to enter colons or semicolons to separate entries.
    Example:
    This example contains text entry content (Acknowledgment required for) and the mapped field {legaldoc.documentidentifier}.
    Acknowledgment required for {legaldoc.documentidentifier}
  • Email Message
    Message of the email for the recipient. Enter text or combine text entry with mapped fields. You do not need to enter colons or semicolons to separate entries.
    Example:
    This example contains text entry content (The Legal Document Document Identifier), the mapped field {legaldoc.documentidentifier}, and more text entry content.
    The Legal Document Document Identifier {legaldoc.documentidentifier} requires your acknowledgment using the link in the Subject of this email.
  • Acknowledgment Title
    Title that appears on the acknowledgment task that the user accesses in CA Process Automation to acknowledge receipt of the notification. You do not need to enter colons or semicolons to separate entries.
    Example:
    This example contains text entry content (The Legal Document Document Identifier) only.
    The Legal Document Document Identifier
  • Acknowledgment Description
    Description that appears on the acknowledgment task that the user accesses in CA Process Automation to acknowledge receipt of the notification. You do not need to enter colons or semicolons to separate entries.
    Example:
    This example contains text entry content (The Legal Document Document Identifier) and the mapped field {legaldoc.documentidentifier}.
    The Legal Document Document Identifier {legaldoc.documentidentifier}
  • Acknowledgment Time-out (Days:Hours:Minutes)
    The amount of time that is allowed for acknowledgment after the email notification is sent. Days, hours, and minutes can be any numeric value. The format must be
    days
    :
    hours
    :
    minutes
    (separated with colons).
    Example:
    This example specifies a time-out period of exactly four days.
    4:00:00
  • Reminder Email Subject
    Subject of the reminder email message. The product sends a reminder when half of the Acknowledgment Time-out period has passed. Enter text or combine text entry with mapped fields. You do not need to enter colons or semicolons to separate entries.
    Example:
    This example contains text entry content (Reminder for), the mapped field {legaldoc.documentidentifier}, and additional text entry content.
    Reminder for {legaldoc.documentidentifier}. Acknowledgment required.
  • Reminder Email Message
    Message of the reminder email. The product sends a reminder when half of the Acknowledgment Time-out period has passed. Enter text or combine text entry with mapped fields. You do not need to enter colons or semicolons to separate entries.
    Example:
    This example contains text entry content (Reminder: The Legal Document Document Identifier), the mapped field {legaldoc.documentidentifier}, and more text entry content.
    Reminder: The Legal Document Document Identifier {legaldoc.documentidentifier} requires your acknowledgment using the link in the Subject of this email.
Make an Event Inactive
CA APM lets you make an event inactive so that the workflow provider (for example, CA Process Automation) does not send future notifications for the event. The history about important dates and events is retained.
If your administrator has granted you the correct permissions, you can complete this task.
To make an event inactive
  1. Click the tab and optional subtab for the event definition that you want to configure. On the left, click CONFIGURE: ON.
    The configuration of the event is enabled. In the Configuration Information area of the page, select an existing global or local configuration.
    Global configuration changes affect all users, regardless of their role. Local configuration changes only affect users in the roles assigned to the selected configuration.
    Next to the field, click the Event Configuration icon.
    The Events page for the selected field appears.
  2. Click the Edit Record icon next to the event that you want to make inactive.
  3. Select the Inactive check box.
  4. Click the Complete Record Edit icon.
  5. Click Save.
  6. Click CONFIGURE: OFF.
    The configuration of the event is complete.