IBM FileNet P8, Version 5.2.1            

Setting User Preferences

You can set non-email preferences and elect to receive email notification of various process events by specifying your preferences on the User Preferences page.

You can elect to receive email notification of various Process events by entering your email address and indicating the types of events for which you will be notified. If you receive email notification of assigned work, you can open the work item from both the email message and your Process Inbox.

You can set other non-email preferences, including the number of work items to display at one time in your Inbox, Tracker queue, and work queues. Indicate when you are out of the office and specify the user to receive your work at that time.

After you complete a work item or reassign it to another participant, the work item is automatically removed from your Process Inbox; however, the email message remains in your email Inbox until you delete it manually. If you try to open a completed work item from your email, the system displays a message that it cannot find the item.

You must also manually delete email messages regarding tracker items and reached milestones after you have deleted these items from their corresponding queues (Tracker, Milestone Tracking).

Click User Preferences on the Personal Work Manager toolbar and on the General, Notification, and Out of Office tabs, set your wanted options.

General tab

Email address: Messages will be sent to this address notifying you of the events you select under Notification.

Max rows returned per set: Specify the maximum number of work items that can be displayed at one time in your Process Inbox, Tracker queue, or a work queue. The default value is 50. To display the next set of items in the queue, you use the Next button on the Personal Work Manager toolbar.

Default web application: Select the web application to access from your email notification. This defines the step processor, milestone viewing, and Process Tracker applications that display when you open an email notification.

General tab

Email address: Messages will be sent to this address notifying you of the events you select under Notification.

Max rows returned per set: Specify the maximum number of work items that can be displayed at one time in your Process Inbox, Tracker queue, or a work queue. The default value is 50. To display the next set of items in the queue, you use the Next button on the Personal Work Manager toolbar.

Default web application: Select the web application to access from your email notification. This defines the step processor, milestone viewing, and Process Tracker applications that display when you open an email notification.

PWM, Java™ step processors, Process Tracker, and Process Administrator display user-authored names, such as step responses, queue name, and field name, in the browser locale.

Notification tab

Specify the events that you want to trigger an email message in the Step, Originator, and Tracker sections, as follows.

Step: Select the step-related events that you want trigger an email message.
  • New Assignment: A new work item enters your Process Inbox.
  • Reminders: A reminder is activated for a work item in your Inbox that has a deadline.
  • Expired Step Deadline: The deadline for completing a work item in your Inbox has expired.
  • Originator: A level 1 milestone is reached in a workflow you started.
  • Tracker: Select the events that you want to trigger an email message for workflows you are tracking.
  • New Tracker Assignment: A workflow is started and you are assigned as a tracker for that workflow.
  • Workflow Deadline Reminder: A reminder is activated for a workflow you are tracking that has a deadline.
  • Workflow Deadline Expired: A deadline expires for a workflow you are tracking and that workflow has not completed.
  • Workflow Exception: An error occurs in a workflow you are tracking.
  • Expired Step Deadline: A deadline for completing a step in a workflow you are tracking has expired (and the step has not completed).
  • Milestone Reached: A milestone (of any level) is reached in a workflow you are tracking.

Out of Office tab

Indicate that you are out of the office and specify a user to receive your work while you are out. If the assigned user is also out of the office, a message informs you and verifies that you still want to assign your work to that person.

When you return to the office, you must clear this setting to resume receiving work. Until you clear the setting, the designated user will receive your work.


Last updated: October 2015
bpfwm014.htm

© Copyright IBM Corporation 2015.