MailApproval – path transition by emails


applies to version: 8.1.x; author: Paweł Jawień

Description of functionality:

WEBCON BPS allows delegation of tasks assigned to other users and automatic task closure and choice of path by replying on standard email messages sent by system.

Example of functionality:

In “vacation request” Workflow, on the acceptation step, a possibility of acceptance or rejection of vacation request, both using certain keys on the form as well as by answering standard mails after task allocation to acceptor.

Vacation request workflow


After registering vacation request, new task is assigned (acceptation of rejection of request) to the acceptor. Together with task assignment, a new standard mail informing about task (appearance compatible with template) is sent to the acceptor.

Mail informing about task

In the mail content (allowing: MailApproval) information about what to do to know appropriate commends connected with given Workflow step, are located. Answering for a mail using keyword: “Help”, will result in system answering with command list concerning certain Workflow step.

Mail with command list

After sending an email with one of the keywords: “OK, Approve, Yes, Agree, Accept”, request is accepted and transition to next Workflow step occurs. At the same time the acceptor will get a mail with confirmation of task execution with information about chosen path.

Confirmation of task execution

 System configuration

In order to make it possible to cross between Workflow steps with usage of mail, one has to:

Global configuration:

Run WEBCON BPS Designer Studio and choose tab: System Configuration and branch: MailApproval.

MailApproval configuration screen

Global configuration screen “MailApproval” contains two tabs:

–          General

–          Commands

For correct system configuration, Exchange mailbox is mandatory. Preparation of dedicated mailbox for “MailApproval” is recommended. In given example it is: UT09MailApprove. Mailbox should have dedicated catalogs to handle incoming MailApproval action mails, for archiving processed mails and storing failed mails.

In given example three catalogs are used:

Inbox – for processing incoming mails

Archive – for archiving processed mails

Error – for storing failed mails

In “General” tab, one has to configure connection with Exchange server, give version and server address and parameters of user for which mailbox using MailApproval was configured.

In section: Folder Configuration (Exchange) one has to choose described above folders for handling MailApproval mails.

Commands tab

Second part of MailApproval global configuration is located in tab: “Commands”. In “command groups” section one may configure standard, mostly occurring commands, which will be taken into account by MailApproval function. In “Commands” section one has to add list of expressions/commands on which the MailApproval function will react.


Additionally in section: “Task assignment”, a text for a person with given task may be configured.


Process configuration:

After saving global configuration of MailApproval function, one hat to configure that function for every single process which should operate MailApproval.

“MailApproval” is connected with paths for every single Workflow step. Configuration may be found for every step in tab: “Paths” – sub-tab: “MailApproval”.

MailApproval configuration for paths

In the left part of the screen list of paths for chosen step shows up. For every path one may activate function by turning on options in the right part of screen: “Path available through MailApproval”. After activation, one has to choose connection with one of, predefined in global configuration, command group and may add, dedicated for certain path but not defined in global configuration, keywords triggering transition through chosen path.

After saving configuration, path is operated by MailApproval.

NOTE! Standard mail option must be switched on. 

One thought to “MailApproval – path transition by emails”

  1. Good article. Is missing the Server MailApproval Service Setting Up and how to set up the right Inbox and Outbox folders to be checking up periodically, automatically of course. => Service Configuration last attached image to the article.

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