ECS/integrated email Online Help - Outbound e-Folder Set up

Outbound Electronic Folders - Set up & Configuration

Outbound Electronic Folders (or e-folders) are local or network folders defined within ECS/ie where the contents can be automatically emailed or FTP'd to an associated distribution list. The folder can contain any type of file, there must be a direct path from the PC running the ECS/ie client software.

The primary use of Outbound e-folders is for the automated distribution of XML documents generated by the ECS/XML Processor, ECS/ie can be configured to distribute the output from any external application.

To define a folder as an Outbound e-folder and assign a distribution list, perform the following:

From the main "ECS/integrated email" panel click on the drop down menu "e-commerce", select "eFolders" then select "Outbound e-folder Maintenance" .
The "Outbound e-folder Maintenance" window will now be displayed, listing any previously defined Outbound electronic folders and associated email distribution lists.

Click the "Add" command button to add a new e-folder definition.

Note: ECS/ie will not create the folder on the PC/Server. This specified path to the folder must already exist.

The "Edit Outbound e-folder" window will now be displayed ready to add the details of the new electronic folder.

e-folder Id, Enter a relevant Identification name for this e-folder definition. Any value up to 10 characters can be entered.

Enter the full Source Folder Path required to access the defined electronic folder. Include any required network drives identifiers, ie: "C:\XML\ABC\ORDERS"

Enter the text required to be sent within the email Subject.

Enter the text required to be sent within the email Body Text.

The Post Transmission Action option allows you to configure what should should happen to the files once they have been emailed or FTP'd to the designated recipients. The possible options are:
- Leave the File in Source Folder will leave the file in the Source Folder Path and unless another process moves or deletes the files from this folder the files will be selected for transmission during the next ECS/ie cycle.
- Delete File from Source folder will physically delete the file from the source folder.
- Move File to Destination Folder will move the file to the folder defined in Destination Folder. If the path to this folder does not exist then an error email will be sent to the System Administrator.

Click the "OK" button to add the new Outbound e-folder definition.

Configuring the Distribution List for Outbound e-folders

Select the required Outbound e-folder with a single left hand mouse click on the e-folder name.

Click the "Add email" button.

Tip: you can use the right hand mouse button to perform all functions performed by the buttons.

The "Add Outbound e-folder recipient" window will now be displayed.

Enter the email address that you wish emails from the selected e-folder to be sent.
Select any required selection criteria, relevant to this recipient for the selected e-folder. The possible selection criteria options are:

Select All files from the specified Source Folder for transmission to the recipient email address.
Select where the file extension is equal to the value entered in the selection criteria text box. For example; entering "XML" in the selection criteria text box will only select files with an extension of XML. Note: Selection criteria text is not case sensitive.
Select where the file name contains a value defined in the selection criteria text box. For example; if the value "ORDER" is defined in the selection criteria and a file named "ABC_Order_001.XML" exists in the Source folder, it will be selected. Note: Selection criteria text is not case sensitive.
Select where the file name is equal to the value in the selection criteria text box. This option will only select files with an exact matching file name. The selection criteria is not case sensitive.
Checking Send as ZIP file will result in the selected file being compressed to a ZIP file before sending. Compression is performed using WinZip Version 8 or higher (www.winzip.com). A fully licensed version of WinZip must be installed on the PC running the ECS/ie client. The path to the WinZip executable program will be checked and if invalid then a prompt box will be displayed. The path to the program WINZIP32.EXE must be entered. For Example: C:\Program Files\WinZip\Winzip32.exe.

Checking Send as ZIP file will result in the selected file being compressed to a ZIP file before sending. Compression is performed using WinZip Version 8 or higher (www.winzip.com). A fully licensed version of WinZip must be installed on the PC running the ECS/ie client. The path to the WinZip executable program will be checked and if invalid then a prompt box will be displayed. The path to the program WINZIP32.EXE must be entered. For Example: C:\Program Files\WinZip\Winzip32.exe.

Click the "OK" button.

Note: Previously entered emails can be selected from the drop down menu bar. This includes defined FTP Servers

Repeat the process until you have entered all the recipients required for the distribution list for the selected Outbound electronic folder.

Note: Output from Outbound electronic folders cannot be distributed to the following ECS/ie reserved email extensions:

"SMS" - GSM Mobile Phone Short Messaging Service messages or messages to compatible pagers. The address format should be xxxxx@yyyyy.SMS where xxxxx is the GSM/Pager number, yyyyy is the messaging service centre followed by ".SMS". See the specific section for more information.
"OUTQ" - Spool file Management. Using the extension ".OUTQ" enables the automated transfer of spool files between output queues on the AS/400. The email format for moving spool files is OUTQ@LIBRARY.OUTQ.
"MSGQ" - Send AS/400 Message. Using the extension ".MSGQ" causes ECS/ie to send AS/400 text messages up to 512 characters long to an AS/400 based Message queue. The email format for AS/400 messaging is MSGQ@LIBRARY.MSGQ
"BRKM" - Send an AS/400 Break Message using the command SNDBRKMSG. Using the extension ".BRKM" causes ECS/ie to send AS/400 text messages up to 512 characters long to an AS/400 green screen user that will break on their screen. The email format for AS/400 break messaging is; USER@DELTYPE.BRKM. Where "USER" is the AS/400 User profile name, "DELTYPE" is the delivery type, permissible values are "INF" and "INQ". Setting the value to "INF" will send the message as an Information break message. Setting the value to "INQ" will send the message as an Inquiry break message, forcing the user to enter a reply.

<<<<< Back to Main Menu <<<<<

ECS/integrated email & ECS/ie are trademarks of Electronic Commerce Solutions, Ltd. Other brand names and product names used in this document are the trademarks and trade names of their respective holders and may be registered.