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Manage Engine

Email Runner allows you to set up different processing engines to handle your different process needs. Select Engine from Manage group to select and configure the process engines. There are five types of process engine which can be setup in Email Runner:

  • SAP Process engine
  • SAP Workflow engine
  • SharePoint Workflow engine
  • Easy Workflow engine
  • Custom engine

Engine Email Template

Email runner facilitates with ready-to-use email templates for each individual engine. User can select the template as per the template category and select the engine in which that particular template is to be used.

Also you can add constants with right-click at cursor position and replace with runtime value while execution of email.

Selected template will reflect in drop-down menu of Template.

Import/Export Engines

Email RunnerEngine settings can be exported and imported from one server to another server using the following processes:

To export Email Runner Engine settings,

  1. In the Email Runner Management Console, select Engine Settings.
  2. Select the engine type and select Export engine(s). TheExport Engine(s) window appears.

    Note: You can also Export/Import Engine(s) setting from Manage > Engine.

  3. Select the engine that you want to export and select Next.

  4. Enter or navigate to the location in which you want to save the package and specify a file name.
  5. Select Export and Ok.

To import Email Runner Engine settings,

  1. In the Email Runner Management Console, select Engine Settings.
  2. Select the engine type for which you want to import settings.
  3. Select Import Engine(s).
  4. Select the package you want to import, and select Next.

    Note: Back up the existing engine before importing other engine settings to the current system. Select Backup Engine(s) to back up the existing engine. The default backup location is C:\ProgramData\Innowera\Email Runner\Backup. You can change the default location from Tools > Options > Basic Option > Import Backup Folder.

  5. Make a selection to the engine and select Import > Yes.
  6. The imported list appears with the status Done. Select Finish.

  7. Go to Email Runner Management Console, select Engine Settings to verify the imported settings.

SAP Process Engine

Email Runner can be installed on any system from where SAP is accessible. Process engines created in this type are used to read data from email body and run that data in SAP to create , update and extract records by using configured process file. Multiple process engines can be created of this type.

Add SAP Process Engine

  • Process file: Browse to the location where the process file is located and select it.
  • Engine Name: Enter name for the SAP Process Engine to be added.
  • SAP System Id: Select SAP System from the dropdown.
  • Format Keyword: Specify keyword to get details of engine in XML format in the email on sending ‘GETFORMAT’ in subject line of email.
  • Template: Select Engine template for SAP Process Engine to be applied.
  • Header: Displays the field value of process files under this column.
  • Email Tag: Specify the values that will be displayed in for the header in XML format.
  • Map value: Displays the map value specified for fields in the process file.
  • Default Value: Allows assignment of default values for the field.
  • Active: Sets the SAP process engine as active. Clicking on it changes to inactive.
  • Pre/Post Script: Email Runner facilitates Pre/Post-run execution of other programs or scripts. Pre Script Settings are used when execution of requested Email is required BEFORE execution of SAP Process engine.

Enabling Allow PreScript option converts it to editable mode where you can write and store your own Script and execute it BEFORE execution of SAP Process engine. Once you are done with the script, select Check to encounter the error in script (if any). Select Ok if the message shows No error found.

The Post Script settings are used when execution of requested Email is required AFTER execution of SAP Process engine. Follow the same steps as mentioned for Pre script.

  • The advanced settings for the transaction process are as follows:

  • The advanced settings for the BAPI and Data Extraction processes are as follows:

    • Use Excel Data source: Enable this checkbox for process files having Pre/Post script enabled in process files.
    • Send email in a response with output: Sends email to user once the process engine is processed successfully or with error.

Configure Two-Stage Verification Process

You can use the advanced settings to configure two-stage verification for engines for processing of user requests. The two-stage verification enables you to enhance the security by sending a verification code through an email or SMS to users.

To configure two-stage verification for an engine,

  1. In the Email Runner Management Console window, select Engine Settings. The Engine Settings window appears.
  2. In the left pane, select the engine. The existing engine details appear on the right pane.
  3. In the right pane, under Existing <EngineName> engines, select the engine for which you want to configure the two-stage verification, and select Advanced Settings. The Advanced Settings dialog appears.
  4. Select the Enable Two Stage Verification check box.

To send the verification code through an email,

  1. Select the Send verification code through email check box, and select Ok.

  2. In the Engine Settings window, select Generate XML. The Email Template dialog box showing the XML email format appears.

  3. Select Send Email.

  4. In your mail box, specify the email address that you have configured. An email notification will be sent to the user with the instructions to further process the request.

To send the verification code through an SMS,

  1. Select the Send verification code through SMS check box. The SMS Configuration button appears.
  2. Select SMS Configuration. The SMS Configuration Script window appears.
  3. Specify the code with the required parameters based on your SMS service API.

    Note: You’ll have to purchase SMS Service API from service provider, the script varies as per the service provider.

  1. Check the code, and select Save. A message appears stating that the code is saved successfully.
  2. Select OK. In Advanced Settings, select OK.
  3. In the Engine Settings window, select Generate XML. The Email Template dialog box showing the XML email format appears.
  4. Select Send Email.
  5. In your mail box, specify the email address that you have configured. An email notification will be sent to the user with the instructions to further process the request.

    Note: In the Advanced Settings dialog box, you can set the code expiration time to 15 minutes or longer. By default, the code expiration time is set to 15 minutes.

Send output as attachment: When enabled, sends the output generated by mail in excel format or as a text file attachment.

Send report as attachment:

  • Use single SAP field to generate file path: This radio option when selected keeps Field 1 enabled and rest of the fields are disabled.
  • Use multiple SAP field to generate file path: This radio option when selected keeps all the fields enabled and allows selection of different field values.
  • Delete file after send email: When enabled, deletes the file from the path specified in the ‘Default Value’ column once the file attachment is sent in email.

Generate XML: Generates XML output for the Process Engine which will be used in the Email templates. Click Send Email to send the XML output to external mail like Microsoft Outlook, Internet Mail.

Save: Saves the SAP Process Engine settings.

Reset: Resets all the settings defined under Basic and email tag mapping information section.

SAP Workflow Engine

Process engine created in this type are used to approve/reject the SAP workflow task by replying email with one of the keywords that are specified in the keyword management settings of Email Runner. Email Runner should be installed on any system from where SAP is accessible. Multiple SAP Workflow engines can be created of this type.

  • Workflow Process: Select the SAP workflow process to execute the business process within SAP system.
  • Engine Name: Enter the name of SAP Workflow Engine.
  • SAP System Id: Select the SAP System from the dropdown list.
  • Format Keyword: Enter the keyword for the SAP Workflow Engine to be sent in mail.
  • Template: Select Engine template for SAP Process Engine to be applied.
  • Send email in a response with output: Sends email to user once the workflow engine is processed successfully or with error.
  • Active: Sets the SAP workflow engine as active.
  • Header: Displays steps of workflow like SAP transaction or decision, work items.
  • Email Tag: Specify the values that will be displayed in for the header in XML format.
  • Map Value: Displays the map value specified for fields in workflow.
  • Default Value: Allows assignment of default values for the field.
  • Advanced Settings: For information about advanced settings of SAP Workflow engine, see the Configure Two-Stage Verification Process
  • Generate XML: Enter a keyword to get details of the engine in XML format in the email.
  • Save: Saves the SAP Workflow Engine settings.
  • Reset: Removes the settings done.

SAP Workflow Decision: Select to assign decision index to the workflow and the action to be performed for that index.

When you select Generate XML from the SAP Workflow engine, the following text is displayed:

<donotdelete formatkey='SAPWF'>

workflow ID = ALL

Decision Key = iWFDTAB

Work Item ID =

</donotdelete>

iWFDTAB is replaced automatically with the Decision Index that is defined in the SAP Workflow Decision form and the outcome corresponding to that Decision Index is performed.

SharePoint Workflow Engine

Process engine created in this type are used to approve/reject the SharePoint workflow task by replying email notifications with keywords defined in Email Runner. Multiple SharePoint Workflow engines can be created of this type.

  • Engine Name: Enter the name for the SharePoint workflow engine.
  • Format Keyword: Enter the keyword to pull the details for the engine on getformat.
  • Template: Select Engine template for SAP Process Engine to be applied.
  • SharePoint URL: Enter the SharePoint URL.
  • User Name: Enter the username to access SharePoint.
  • Password: Enter the password.
  • Domain: Enter the domain name.
  • Advanced Settings: For information about advanced settings of SAP Workflow engine, see the Configure Two-Stage Verification Process
  • Generate XML: Generates the XML format for the SharePoint Workflow Process Engine.
  • Active: Click to sets the SharePoint Workflow engine Active/ Inactive.
  • Test: Verify if the test connection with the above given credentials is successful or not.
  • Reset: Resets the settings.

Easy Workflow Engine

Easy Workflow delivers a workflow solution integrated directly in Excel. Using Easy Workflow, you will be able to design workflows and templates to better manage your data. Users can create workflow definition with all the steps that integrates email notifications. Users working with Easy Workflow can approve or reject the workflow items simply by replying to notification emails received on assignment of work items. Users reply to the email with approve or reject or any keywords specified in Email Runner. Email Runner will then take appropriate actions based on keywords by using this engine.

  • Engine Name: Enter the name for the Easy Workflow engine.
  • Format Keyword: Enter the keyword to pull the details for the engine on ‘getformat’.
  • Pairing Key: The pairing ID pairs Easy Workflow Cockpit with Email Runner. Users can generate pairing ID by clicking Generate Pairing Key. Users can also manually enter unique pairing ID up to 8 characters. Pairing ID can consist of alphabetic, numeric, and special characters. Note that the pairing ID present in the SMTP Settings of Easy Workflow Cockpit should be same as in Email Runner to pair Easy Workflow with Email Runner. The workflow steps will be processed only for the paired Easy Workflow Cockpit and Email Runner. When the reply is sent, the system checks for the pairing and if pairing is correct, then the email is processed and step is approved or rejected by Email Runner.
  • Template: Select the corresponding ready-to-use templates.
  • Easy Workflow Database Configuration:
    • Server: Enter the server details where Easy Workflow database is installed.
    • Database: Enter the name of the Easy Workflow database.
    • Authentication: Set the authentication to connect to SQL server having Easy Workflow database installed. SQL Server Authentication requires User Name and Password whereas, Windows Authentication does not require any of these details.
    • Connection Timeout: If enabled, the trial to the database connectivity will be limited for the configured time after which the connectivity process will be aborted if it the connection is not achieved successfully.

  • Custom Code Setting: Custom Engine of Email Runner is used to Approve/reject a workflow. This engine requires custom code which decides the actions to be performed for the workflow. Custom code will be fired when corresponding tag is available in email body of the mail sent to Email Runner.

    • None: Selecting this denotes that you are not using any custom code to approve/reject workflow.
    • Internal Custom Code: Selecting this denotes that you intend to use internal custom code to approve/reject workflow.
    • Custom Engine Custom Code: Selecting this denotes that you intend to use custom code entered in Custom engine to approve/reject workflow.
  • Advanced Settings: For information about advanced settings of SAP Workflow engine, see the Configure Two-Stage Verification Process

  • Generate XML: Generates the XML format for the Easy Workflow Process Engine.

  • Active: Sets the Easy workflow engine as Active. Clicking on it changes to inactive status.

  • Test: Verify if the test connection with the above given credentials is successful or not.

  • Save: Click on Save button to save the Easy Workflow engine settings.

  • Reset: Resets the settings.

Custom Engine

Engines created in this type are used to start workflows defined in Easy Workflow Cockpit. This engine requires you to write custom code in VB.Net which decides the actions to be performed for starting the workflow. Custom code is fired when no "donotdelete" tag is available in email body. The Custom engine consist of code to download an excel file from EShare server, copy the data received from email (without donotdelete tag) into this excel and start workflow on that excel. The user assigned the workflow item receives the email notification. For any further approval/rejection via email, Easy Workflow engine will process such requests only for paired Easy Workflow Cockpit with the Email Runner.

  • Engine Name: Enter the name for the Custom engine.
  • Active: Sets the Custom engine as Active. Clicking on it changes to inactive status.
  • Failure Email Address: Enter the email address who will receive error mails if the workflow fails to start by Custom Engine.
  • Sender Email address: Enter the email address of the user who can run the custom code on every mail that does not consist of Format Keyword (donotdelete tag) in the email body. If this field is left blank and no format keyword (donotdelete tag) is found in email body then custom code is executed every time if the email user is available in email runner user account and custom engine is active.
  • Send email in a response with output: Sends email to user once the custom code is processed successfully or with error.
  • Check: To test your code click on this button for any error like Syntax error.
  • Advanced Settings: For information about advanced settings of SAP Workflow engine, see the Configure Two-Stage Verification Process

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