Let’s Send an Email Automatically in the Middle of a Workflow (Non-delivery response chapter)

Previous Post: Mail body chapter

  • Basic chapter: Sending an email with a fixed mail body to a fixed address
  • Mail body chapter: Changing the mail body of an email using Embedded Commands
  • Address embed chapter: Changing the address of an email using Embedded Commands
  • Non-delivery response chapter: Troubleshooting when an email has not arrived

Email isn’t delivered…in such a case…

In the previous posts, we have created a workflow App that transmits an email using “Throwing Message Intermediate Event (Email)”. However, there could be cases where the email was not delivered as intended despite you believing that you have created the App in accordance with the proper procedure. In this post, I will introduce you measures for handling such issues.

To confirm whether the Event was successful

First of all, let’s confirm whether the Throwing Message Intermediate Event (Email)” was successful. Open the detail page of the Process in question. When you check Administrator Mode box in the Operation history section records of automatic Tasks will appear.

To enter Administrator Mode, you need to have App Administrator authorization. You can confirm who has the authorization at [Edit Authorization] <[App Detail]. The creator of the App has authorization by default.
When the administrator mode is turned on, you can check the status of automatic Steps

If the status of the “Throwing Message Intermediate Event (Email)” is “Abended” (Abnormally ended), the event has failed for some reason. In such a case, an error notification is sent by e-mail to the App Administrator user.

Example of Error Notification email

The format of an Error Notification email is as in the above figure. In this example, it says “Invalid email address” in the “Error Detail”, and the “To” address has no @ sign. This is an invalid string as an email address.

If processing of the “Throwing Message Intermediate Event (Email)” has failed, check the error notification email and take the appropriate action.

To confirm the email address of the destination

The email address you entered as the destination could be incorrect. The error message “Email address is invalid” I mentioned above is only used when the input character string is not in the form of an email address. You might have possibly sent an email to a different place.

If you have entered the email address directly to the input field in the “Throwing Message Intermediate Event (Email)”, check for typographical errors in the App details page. Also, if you have specified the email address by data embedding, confirm if the original data is correct.

To confirm if the email is sorted into the spam

“Throwing Message Intermediate Event (Email)” has been completed successfully, and the destination does not seem wrong, yet, you can’t find any emails that should have been sent to your inbox. In this case, the email could have been sent to the spam folder.

In the case of, for example, Gmail for the web, you can view the emails sorted into spam by opening “Spam” from the tray list on the left side of the page. Otherwise, you can look in “All Mail.”

Investigate with Message-ID

If you still can’t find your email, try searching using Message-ID. Each email has a unique value referred to as a Message-ID. Gmail and others support searches using Message-ID, so if an email has been delivered, you can be sure to find it using this method.

To confirm Message-ID of an email

First, confirm the Message-ID of an email on Questetra BPM Suite. Open the Process details page and check the Administrator Mode box. Then the [Process Log] button will appear.

Turn on Administrator Mode and open Process Log

In the Process Log page, you can confirm logs of each Step in the Process. Message-ID is written in the Step of “Throwing Message Intermediate Event(Email).”

Click on [+] button to open detail

Search emails based on Message-ID

For example, in the case of Gmail for Web, Message-ID search can be performed by using the search operator “rfc822msgid.”

In addition, by adding in:anywhere to search query, it searches even in Trash/Spam folders.

For other email services, refer to help page of the service.

Contact the administrator of the Incoming mail server/Outgoing mail server

If you do not find an email even after searching by Message-ID there is a possibility that the email was undelivered. There may have been a problem with the Incoming/Outgoing mail server. In that case it is difficult to resolve it at hand, so it is necessary to contact the mail server administrator.

Contact destination

The administrator of the Incoming mail server differs depending on the service you are using. Refer to the help page of the respective service.

The administrator of the outgoing mail server is Questetra Inc. Please contact via Questetra Support.

Contents to inquire

  • Message-ID of the email
  • To and From address
  • Approximate time of sending/receiving

Please tell the server administrator these three items for a smooth investigation.

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