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Email Listener Activity Overview

Context

Use the Email Listener Activity to listen to an email inbox and start or resume a dynamic workflow when a new email arrives to the inbox. You can then use the returned email object in other workflow stages.

IMPORTANT: The JES executes this activity. Therefore, you must grant permissions to the workflow and activity to the user that runs the JES service.

Limitation

If you copy a workflow that contains an Email Listener Activity, in the copied workflow, you need to delete and then create a new Email Listener Activity.

This is necessary, because when you copy a workflow that contains an Email Listener Activity, the associated job definition is not copied. This causes two Email Listener Activities to use the same job definition, and this functionality is not supported. The Email Listener Activity in the copied workflow needs to be recreated with a new job definition. To do this, delete the Email Listener Activity from the copied workflow, then create and configure a new Email Listener Activity.

Use cases

  • At a customer service center, start a service request workflow for the relevant team when an email is received from a specific customer.

Wizard tips

There are three tabbed sections that require configuration: Job, Command, and Advanced options.

  • On the Job tab:
    • Job Host: the list includes each server on which the JES (Job Execution Service) is installed.
    • Job is enabled: we recommend that you enable the job only after you completely develop the workflow, or workflow execution testing has started.
  • On the Command tab:
    • Protocol settings:
      • POP3: define one activity for each mailbox.
      • IMAP: define one activity for each mailbox folder.
    • Include message attachments and linked resources: saves email attachments and linked resources.
    • Save message content as attachment: saves message as .msg file.
  • To connect to Microsoft Office 365 with EWS, define the following settings: 
    • Email Server: outlook.office365.com
    • Port: 443 
    • SSL: Implicit
    • Protocol: EWS