Email To Prime - Revision history

Jspenceratty: /* Email Requirements */

2022-02-17T15:19:14Z

Email Requirements

← Older revision		Revision as of 15:19, 17 February 2022
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	==Email Requirements==		==Email Requirements==

	The subject line must include the following by way of example: "Casenum: 21E-4010402" Obviously, the case number (represented by "21E-4010402") must be an appropriate and existing case number in Prime.		The subject line must include the following, by way of example: "Casenum: 21E-4010402" Obviously, the case number (represented by "21E-4010402") must be an appropriate and existing case number in Prime.

	The email must have a plain text section. This is the portion of the email that is copied into case notes.		The email must have a plain text section. This is the portion of the email that is copied into case notes.

Jspenceratty: /* Check Setup */

2021-01-06T21:26:04Z

Check Setup

← Older revision		Revision as of 21:26, 6 January 2021
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	# Ensure the system can connect to and send email through the SMTP server		# Ensure the system can connect to and send email through the SMTP server

	Failures in any system will result in the entire system failing. You must make sure all parts of the System are operating properly.		Failures in any system will result in the entire system failing. You must make sure all parts of the System are operating properly. You can regularly use this button to ensure all parts of the system are working as expected. For example, some email accounts expire passwords. If you change it on the email server, make sure to change it here. Then use the "Check Setup" to make sure the system is still operating properly and can gather email and send notices. Also remember to periodically check the Logs to make sure they do not have warnings or errors in them.

	===Retrieve Emails===		===Retrieve Emails===

Jspenceratty: /* Work Flow */

2021-01-06T21:24:22Z

Work Flow

← Older revision		Revision as of 21:24, 6 January 2021
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	==Work Flow==		==Work Flow==

			Here's what the system does in processing email:

	# Pick up email.		# Pick up email.

Jspenceratty at 21:22, 6 January 2021

2021-01-06T21:22:18Z

← Older revision		Revision as of 21:22, 6 January 2021
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	==Overview==		==Overview==

	The Email To Prime system is an optional, automated system that takes emails sent to a specified email address, reads in the case number from the subject line, and then adds the plain text portion of the email into the case notes for the specified case. The email is then forwarded to a notification address with information on whether it was successfully added or not. If it was successfully added, a staff member may follow up in the case or with the PBI Attorney. If it was not successfully added, the staff person can manually add the information to the case, or correct/add the case number to the subject line and send the email back to the system for processing again.		The Email To Prime system is an optional, automated system that takes emails sent to a specified email address, reads in the case number from the subject line, and then adds the plain text portion of the email into the case notes for the specified case. The email is then forwarded to a notification address with information on whether it was successfully added or not. If it was successfully added, a staff member may follow up in the case or with the PBI Attorney. If it was not successfully added, the staff person can manually add the information to the case, or correct/add the case number to the subject line and send the email back to the system for processing again.

	==Email Requirements==		==Email Requirements==

	The subject line must include the following by way of example: "Casenum: 21E-4010402" Obviously, the case number (represented by "21E-4010402") must be an appropriate and existing case number in Prime.		The subject line must include the following by way of example: "Casenum: 21E-4010402" Obviously, the case number (represented by "21E-4010402") must be an appropriate and existing case number in Prime.

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	==Setup==		==Setup==

	There are several pieces to the system that are set in the setup page (inpEmailToPrimeSettings). This setup page can be opened from Admin-->Custom Admin ("Email To Prime Settings").		There are several pieces to the system that are set in the setup page (inpEmailToPrimeSettings). This setup page can be opened from Admin-->Custom Admin ("Email To Prime Settings").

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	===Check Setup===		===Check Setup===

	Use the "Check Setup" button in the setup page to:		Use the "Check Setup" button in the setup page to:

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	# Check for the required fields in the setup table		# Check for the required fields in the setup table
	# Ensure the system can connect to the IMAP server		# Ensure the system can connect to the IMAP server
	# Ensure the incoming email address has other required folders		# Ensure the incoming email address has other required folders (Prime-Ignore and Prime-Finished). Do NOT delete or remove the folders from the email server.
	# Ensure the system can connect to and send email through the SMTP server		# Ensure the system can connect to and send email through the SMTP server

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	===Retrieve Emails===		===Retrieve Emails===

	Use the "Retrieve Emails" button in the setup page to manually prompt the system to retrieve and process emails in the email inbox. During normal processing, the system will processing incoming email every hour (when the enableautomatedsystem is set to true). During testing, if you want to prompt the system to run more often, use this button. It contains a special URL query string "runmanual=true" to bypass the automated system that could otherwise be disabled.		Use the "Retrieve Emails" button in the setup page to manually prompt the system to retrieve and process emails in the email inbox. During normal processing, the system will processing incoming email every hour (when the enableautomatedsystem is set to true). During testing, if you want to prompt the system to run more often, use this button. It contains a special URL query string "runmanual=true" to bypass the automated system that could otherwise be disabled.

			==Logging==

			Activities of the system are logged in the table "EmailToPrimeLog". Review that log if you have issues.

			==Use==

			Emails can be sent to the email address you have set up. This is typically the same as the emailpickupusername in the settings.

			The email subject should be in this format: Casenum: <CASENUM>
			So, for example, the subject might be: Casenum: 21E-2014034

			The body of the email should have the information to be copied to the case note.

			The case note will be entered with default values for office and staff number as designated in setup.

			==Work Flow==

			# Pick up email.
			# Process subject line looking for "Casenum:" if that doesn't exist, the email is forwarded to the notice email address for manual processing. Move to the "Prime-Ignore" mailbox.
			# Process subject line looking for the case number. Test the case number against the system to see if it is a valid case number. If not, the email is forwarded to the notice email address for manual processing. Move to the "Prime-Ignore" mailbox.
			# Copy the text portion of the email to a case note with a special note in it that "The following note is added from the Email To Prime API system". The note type is "Email To Prime Case Note". The staff and office numbers are the defaults entered in setup.
			#Send email notice about the action to the notice group.
			# Move the email to the "Prime-Finished" mailbox.

Jspenceratty: /* Check Setup */

2021-01-06T21:01:15Z

Check Setup

← Older revision		Revision as of 21:01, 6 January 2021
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	# Ensure the system can connect to and send email through the SMTP server		# Ensure the system can connect to and send email through the SMTP server

	Failures in any system will result in the entire system failing.		Failures in any system will result in the entire system failing. You must make sure all parts of the System are operating properly.

	===Retrieve Emails===		===Retrieve Emails===
	Use the "Retrieve Emails" button in the setup page to manually prompt the system to retrieve and process emails in the email inbox. During normal processing, the system will processing incoming email every hour (when the enableautomatedsystem is set to true). During testing, if you want to prompt the system to run more often, use this button. It contains a special URL query string "runmanual=true" to bypass the automated system that could otherwise be disabled.		Use the "Retrieve Emails" button in the setup page to manually prompt the system to retrieve and process emails in the email inbox. During normal processing, the system will processing incoming email every hour (when the enableautomatedsystem is set to true). During testing, if you want to prompt the system to run more often, use this button. It contains a special URL query string "runmanual=true" to bypass the automated system that could otherwise be disabled.

Jspenceratty: /* Setup */

2021-01-06T20:49:07Z

Setup

← Older revision		Revision as of 20:49, 6 January 2021
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	\| CheckSetupURL \|\| <nowiki>https://localhost:44382/GetEmails.asmx/CheckSetup?securityid=MyIDGoesHere</nowiki> \|\| The URL for Prime to use (in the setup page) to hit the CheckSetup routine. This will be set by Kemp's Case Works staff and should not be changed.		\| CheckSetupURL \|\| <nowiki>https://localhost:44382/GetEmails.asmx/CheckSetup?securityid=MyIDGoesHere</nowiki> \|\| The URL for Prime to use (in the setup page) to hit the CheckSetup routine. This will be set by Kemp's Case Works staff and should not be changed.
	\|-		\|-
	\| RetrieveEmailsURL \|\| <nowiki>https://localhost:44382/GetEmails.asmx/RetrieveEmails?securityid=MyIDGoesHere</nowiki> \|\| The URL for Prime to use (in the setup page) to hit the manual RetrieveEmails routine. This will be set by Kemp's Case Works staff and should not be changed.		\| RetrieveEmailsURL \|\| <nowiki>https://localhost:44382/GetEmails.asmx/RetrieveEmails?securityid=MyIDGoesHere&runmanual=true</nowiki> \|\| The URL for Prime to use (in the setup page) to hit the manual RetrieveEmails routine. This will be set by Kemp's Case Works staff and should not be changed.
	\|}		\|}

Jspenceratty: /* Setup */

2021-01-06T20:48:23Z

Setup

← Older revision		Revision as of 20:48, 6 January 2021
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	\|-		\|-
	\| usestaffnumber \|\| 9999 \|\| The staff number to use in the case notes for the new entry. This must be a valid staff number in your system.		\| usestaffnumber \|\| 9999 \|\| The staff number to use in the case notes for the new entry. This must be a valid staff number in your system.
			\|}

			{\| class="wikitable"
			\|-
			!colspan="6"\|URLs for Setup Page Use (buttons)
			\|-
			! Field Name !! Example Value !! Description
	\|-		\|-
	\| CheckSetupURL \|\| <nowiki>https://localhost:44382/GetEmails.asmx/CheckSetup?securityid=MyIDGoesHere</nowiki> \|\| The URL for Prime to use (in the setup page) to hit the CheckSetup routine. This will be set by Kemp's Case Works staff and should not be changed.		\| CheckSetupURL \|\| <nowiki>https://localhost:44382/GetEmails.asmx/CheckSetup?securityid=MyIDGoesHere</nowiki> \|\| The URL for Prime to use (in the setup page) to hit the CheckSetup routine. This will be set by Kemp's Case Works staff and should not be changed.
	\|-		\|-
	\| RetrieveEmailsURL \|\| <nowiki>https://localhost:44382/GetEmails.asmx/RetrieveEmails?securityid=MyIDGoesHere</nowiki> \|\| The URL for Prime to use (in the setup page) to hit the manual RetrieveEmails routine. This will be set by Kemp's Case Works staff and should not be changed.		\| RetrieveEmailsURL \|\| <nowiki>https://localhost:44382/GetEmails.asmx/RetrieveEmails?securityid=MyIDGoesHere</nowiki> \|\| The URL for Prime to use (in the setup page) to hit the manual RetrieveEmails routine. This will be set by Kemp's Case Works staff and should not be changed.
			\|}

			{\| class="wikitable"
			\|-
			!colspan="6"\|Automated System Enabled
			\|-
			! Field Name !! Example Value !! Description
	\|-		\|-
	\| enableautomatedsystem \|\| true \|\| Whether the automated system should run and attempt to retrieve emails. (true or false). Leave on false		\| enableautomatedsystem \|\| true \|\| Whether the automated system should run and attempt to retrieve emails. (true or false). Leave on false

Jspenceratty: /* Setup */

2021-01-06T20:47:17Z

Setup

← Older revision		Revision as of 20:47, 6 January 2021
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	\|-		\|-
	\| sendingsmtpusestarttls \|\| true \|\| Whether starttls should be used for the smtp server for the account that should be used to send notices. (true or false)		\| sendingsmtpusestarttls \|\| true \|\| Whether starttls should be used for the smtp server for the account that should be used to send notices. (true or false)
			\|}

			{\| class="wikitable"
			\|-
			!colspan="6"\|Prime Case Note Field Defaults
			\|-
			! Field Name !! Example Value !! Description
	\|-		\|-
	\| useofficenumber \|\| 9999 \|\| The office number to use in the case notes for the new entry. This must be a valid office number in your system.		\| useofficenumber \|\| 9999 \|\| The office number to use in the case notes for the new entry. This must be a valid office number in your system.

Jspenceratty: /* Setup */

2021-01-06T20:46:37Z

Setup

← Older revision		Revision as of 20:46, 6 January 2021
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	\|-		\|-
	\| noticeemailname \|\| Pro Bono Group \|\| The name to which notices of action should be sent. This is used with the noticeemailaddress to show like this in emails: "Pro Bono Group <probonogroup@yourdomain.com>"		\| noticeemailname \|\| Pro Bono Group \|\| The name to which notices of action should be sent. This is used with the noticeemailaddress to show like this in emails: "Pro Bono Group <probonogroup@yourdomain.com>"
			\|}

			{\| class="wikitable"
			\|-
			!colspan="6"\|Sending Email Account Settings
			\|-
			! Field Name !! Example Value !! Description
	\|-		\|-
	\| sendingemailaddress \|\| cases@yourdomain.com \|\| The email account that should be used to send notices. This will probably be the same account being used for pickup, so replies will come back to the same place.		\| sendingemailaddress \|\| cases@yourdomain.com \|\| The email account that should be used to send notices. This will probably be the same account being used for pickup, so replies will come back to the same place.

Jspenceratty: /* Setup */

2021-01-06T20:45:22Z

Setup

← Older revision		Revision as of 20:45, 6 January 2021
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	\| emailpickupusessl \|\| true \|\| Whether to use SSL for the email account from which email will be retrieved and reviewed. (true or false)		\| emailpickupusessl \|\| true \|\| Whether to use SSL for the email account from which email will be retrieved and reviewed. (true or false)
	\|}		\|}
	{! class="wikitable"
			{\| class="wikitable"
	\|-		\|-
	!colspan="6"\|Email Notice Settings		!colspan="6"\|Email Notice Settings