Create Email Notification Policies

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Use the User Console to create an email notification policy. The email notification policy sends an email to the configured recipients when certain actions are triggered in the 
Identity Manager
environment. For example, you can create an email notification policy to notify an approver when a user is created.
Follow these steps:
  1. Log in to the
    Identity Manager
     User Console.
  2. Navigate to
    System
    ,
    Email
    ,
    Create Email
    .
  3. Use
    one
    of the following options:
    • Select 
      Create a new object of type Managed E-mail
      to create an email notification policy as a new email object.
    • Select 
      Create a copy of an object of type Managed E-mail
      , to create an email notification policy with an existing email object as a template. Next, search, and select an existing template for email policy creation.
  4. Configure the following tabs:
    1. Profile:
       Specifies the profile of an email notification policy that you are creating.
      For more details, see Profile Tab.
    2. Sender:
      Specifies the email address of a user who sends an email notification to a recipient.
      For more details, see Sender Tab.
    3. When to Send: 
      Specifies the event to trigger an email notification.
      For more details, see When to Send Tab.
    4. Recipients:
      Specifies recipients that receive an email notification.
      For more details, see Recipients Tab.
    5. Content:
      Specifies the subject and content of an email.
      For more details, see Email Content.
  5. Click
    Submit
    .
Profile Tab
Configure the following fields in the 
Profile
 tab to define the profile of an email notification policy:
  • Email Name
    Specifies the name of an email notification policy. The email name is not displayed in an email sent to the recipient. The email name is used to manage the email notification policy in the User Console only.
  • Category
    Groups email notification policies to simplify management. You can select any existing category from the drop-down list or can enter a new category.
  • Description
    Specifies a text that describes an email notification policy. The description is not displayed in an email sent to the recipient.
  • Enabled
    When enabled, an email is sent to the recipient only when the conditions defined in the When to Send tab are met. 
  • Custom Data
    Creates a custom data element in Policy Xpress that is used to configure custom recipients or custom content. Custom data elements can also be used as parameters in other Data Elements.
    When you click Custom Data, a screen opens where you can add new Data Elements.
  • Entry Rules
    Lets you define granular-level rules to send email notifications in cases where the default rules defined in the When to Send tab are not granular enough.
    Example:
    In the
    When to Send
    tab, you define a rule that sends an email when any attribute of a user profile is modified. If you want to send an email only when the user department changes, then you must create a custom entry rule. In this case, you create a custom data element that identifies when the department changes and then create an entry rule that uses the custom data element that you created.
    Note
    : For more details, see Entry Rules.
Sender Tab
By default, an email notification is sent to a recipient from the administrator email address. The administrator email address is configured in the Management Console or the email.properties file. To send an email notification from a different sender email address, do the following configurations in the
Sender
Tab.
  1. By default, the
    Admin Email Address
    option is selected. When this option is selected, it means that an email notification is sent to a recipient from the administrator email address. To configure a different sender email address, perform the following actions:
    1. De-select
      Admin Email Address
      .
    2. Click
      S
      ender Email Address
       to select a different sender email address.
    3. Search and select a user to send an email notification from its configured email address.
  2. Click
    Submit
    .
When to Send Tab
In the
When to Send
tab, you can configure events that determine when an email notification must be sent to a recipient. By default, 
Identity Manager
 comes with several event types. You can select one or more of the following events at which an email triggers. For few events, in addition to the event type, you must select an event name. For example, to send an email when an endpoint creation task fails, you must select the Event Type as "Task Failed" and the Event Name as "Create Endpoint (CreateEndpoint)".
  • User Created 
    Sends an email when a user is created. The email is sent when the CreateUserEvent reaches completion.
  • User Modified
    Sends an email when a user is modified. The email is sent when the ModifyUserEvent reaches completion.
  • Event Started
    Sends an email before an event gets executed. When you select this option, specify the event name.
    Note:
     If you specify Event Started, and the email fails to send notification, then the event that is associated with the notification will not execute.
  • Event Ended
    Sends an email after an event is executed. When you select this option, specify the event name.
  • Workflow Pending
    Sends an email when a workflow process assigns an approver. When you select this option, specify the applicable workflow process. Email that is defined with this policy sends individual email to approvers at every step of the selected workflow process.
  • Workflow Pending Email
    Sends an email when a workflow process reaches a specified activity. When you select this option, specify the applicable workflow process. Email that is defined with this policy sends individual email notification for each approval step.
  • Event Approved
    Sends an email when an event reaches the Approved state. When you select this option, specify the event name.
  • Event Rejected
    Sends an email when an event reaches the Rejected state. When you select this option, specify the event name. 
  • Event Failed
    Sends an email when an event fails. When you select this option, specify the event name. 
  • Task Submitted
    Sends an email when a task starts processing. When you select this option, specify the task or the event name. 
  • Task Failed
    Sends an email if a task fails. When you select this option, specify the task or the event name. 
  • Task Completes
    Sends an email when a task completes. When you select this option, specify the name of the task or the event name. 
Recipients Tab
You can add recipients for the To, CC, or BCC fields of an email from the
Recipients
Tab. To add a recipient, do the following configurations in the
Recipients
tab:
  1. Click the
    Edit
    icon to add a recipient for the To, CC, or BCC fields respectively. 
  2. Select one of the following recipient categories from the drop-down list:
    • Initiator
      Sends email to the person who initiated the request.
    • User
      Sends email to the user on whom a task is performed.
    • Manager
      Sends email to the manager of the user on whom a task is performed.
      • To use the Manager recipient option, configure the manager attribute for the environment. To configure the manager attribute, navigate to 
        Environments
        EnvironmentName
        ,
        Advanced Settings
        ,
        Miscellaneous
        in the Management Console. Set
        managerattribute
        to the name of the physical attribute that stores the unique name of a user manager.
      • For relational databases, specify the attribute using the following format: 
        tablename.attribute.
    • Static
      Sends email to a selected email address. You can specify the email address in the additional text area available. Do not specify more than one address in the text area.
    • Custom
      Allows you to select a custom data element to define the recipients. When you select the custom option, a drop-down list appears with the custom data elements that are available for use.
    • Role Member
      Sends email to all members of an admin role. Select a role from the drop-down list.
    • Group Member
      Sends email to all members of a group. Select a group from the drop-down list.
    • Workflow Approvers
      Sends email to all approvers in the workflow process. This option is only applicable if the email is sent for a workflow pending event.
Content Tab
You can define the subject and body of an email using simple text, or can add dynamic content that is calculated when an email is sent.
The subject line is a plain text field where you can write your message. This message is the subject of the email.
The body is displayed in an HTML editor. You can insert and format any text to form the email body.
To add dynamic content to the subject line, use the drop-down list below the subject line. And, to add dynamic content in the email body, use the drop-down list below the content box. The editor adds dynamic content indicators, which resemble the following, where the cursor is located:
{
type
}
type
 represents one of the supported dynamic content types.
For example, when you select the Attribute dynamic content type and specify the FirstName attribute, the HTML editor displays the following in the Content tab:
{'Attribute: FirstName'}
When the email message is sent, the dynamic content is replaced with the appropriate text. The text retains the formatting, such as bold characters, which are specified in the HTML editor.
Dynamic content types include the following:
  • Date
    Specifies current date in the format you specify.
  • Task
    Specifies the task for which an email is sent.
  • Object Name
    Specifies the name of the object in the event that triggers the email. If the event is a user event, this field is the user login name. 
    The object can be something other than a user. For example, it can be any managed object such as a group, admin role.
  • Attribute
    Specifies the value of one of the user attributes. The user is the subject of the task. This option requires selecting the attribute from a drop-down list.
  • Manager Attribute
    Specifies the value of one of the attributes of the user manager. The user is the subject of the task. This option requires selecting the attribute from a drop-down list.
    • To use the Manager recipient option, configure the manager attribute for the environment. To configure the manager attribute, navigate to 
      Environments
      EnvironmentName
      ,
      Advanced Settings
      ,
      Miscellaneous
      in the Management Console. Set
      managerattribute
      to the name of the physical attribute that stores the unique name of a user manager.
    • For relational databases, specify the attribute using the following format: 
      tablename.attribute
  • Custom
    Allows you to select a custom data element to define the recipients. When you select the custom option, a drop-down list appears with the custom data elements that are available for use.