3.3 Configuring the Exchange Adapter

The NetIQ Aegis Adapter for Microsoft Exchange Server (Exchange adapter) enables Workflow Automation to communicate with Exchange Server to:

  • Initiate work items as a result of an email sent to a particular mailbox

  • Send an email from a particular mailbox during the course of a workflow

  • Pause a workflow and wait for an email sent to a particular mailbox

  • Extract and save attachments from an email

NOTE:Exchange Server email can also be monitored using the EWS protocol.

The Exchange adapter includes a library of workflow activities that Process Authors can use in the Workflow Designer. For more information about activities or activity libraries, see the Workflow Automation Process Authoring Guide.

The following table provides an overview of tasks to configure the Exchange adapter.

 

Checklist Items

  1. Configure the Exchange Server computer. For more information, see Configuring Microsoft Exchange Server.

  1. Install Outlook and configure the profile. For more information, see Installing and Configuring Microsoft Outlook.

  1. Configure the profile to monitor additional mailboxes. For more information, see Monitoring Multiple Mailboxes.

  1. Enable the Exchange adapter. For more information, see Enabling the Exchange Adapter.

3.3.1 Configuring Microsoft Exchange Server

Before you configure the Exchange adapter on the Workflow Automation Server computer, ensure the following:

  • The Exchange Server computer is in the same domain as the Workflow Automation Server computer. If the two computers are not in the same domain, the Exchange Server computer does not recognize the Exchange adapter credentials. For more information about configuring domains in your environment, see the appropriate Microsoft documentation.

  • Your Exchange administrator creates an Exchange account for the Workflow Automation application credentials. If an Exchange account does not exist for the Workflow Automation application credentials, you cannot properly configure the profile in Outlook. For more information about the Aegis application credentials, see Understanding Workflow Automation Application Credentials.

3.3.2 Installing and Configuring Microsoft Outlook

Before you configure the Exchange adapter on the Workflow Automation Server computer, you must install and configure the Outlook (64 bit version) on the Workflow Automation Server computer. For more information about installing Outlook, see the appropriate Microsoft documentation.

NOTE:If your Workflow Automation Server computer belongs to a cluster, install Outlook (64 bit) on each node in the cluster.

After you install Outlook, you must configure the default profile, typically named Outlook, to use the Exchange account for the Aegis application credentials. When the Exchange adapter detects a new email in the mailbox, it sends an event to Workflow Automation.

NOTE:We recommend you to use only the default Outlook profile with the Exchange adapter. If you need to monitor more than one account, you can associate additional mailboxes with the Outlook profile. For more information about monitoring multiple mailboxes, see Monitoring Multiple Mailboxes.

To configure the profile in Outlook:

  1. Log on to the Workflow Automation Server computer using the Aegis application credentials.

  2. Start Outlook.

  3. In the configuration wizard, ensure the following values are set:

    Option

    Value

    E-mail Accounts

    Yes

    Manually configure server settings or additional server types (2007 only)

    On

    Server Type (2003)

    Choose E-mail Service (2007)

    Microsoft Exchange Server (2003)

    Microsoft Exchange (2007)

    Microsoft Exchange Server

    The name of the Exchange Server computer, such as ExchServ01.

    Use Cached Exchange Mode

    Off

    User Name

    The name of the mailbox your Exchange administrator set up for the Aegis application credentials. For example, Workflow Automation Admin.

  4. If the Workflow Automation Server computer belongs to a cluster, repeat Steps Step 1 through Step 3 on each node in the cluster.

3.3.3 Monitoring Multiple Mailboxes

Using the Mail applet in Control Panel on the Workflow Automation Server computer, you can associate additional mailboxes with the Outlook profile. When the Exchange adapter detects a new email in an associated mailbox, it sends an event to Workflow Automation. For more information about adding additional mailboxes to the profile, see the appropriate Microsoft documentation.

NOTE:

  • If the Mail applet is not available, ensure you have installed Microsoft Outlook and configured the default profile. For more information about configuring the profile, see Installing and Configuring Microsoft Outlook.

  • After you use the Mail applet to make changes, restart the Namespace Provider service.

  • If your Workflow Automation Server computer belongs to a cluster, ensure you make the same changes to the Mail applet on each node in the cluster.

For each mailbox you associate with the profile, ensure your Exchange Administrator grants read and send privileges to the Exchange account for the Aegis application credentials.

WARNING:

  • Any user that logs on to the Workflow Automation Server computer using the Aegis application credentials and starts Outlook can see the email for all monitored mailboxes.

  • The size of the monitored mailboxes affects the response time of the Exchange adapter. We recommend deleting old emails from monitored mailboxes on a regular basis.

3.3.4 Enabling the Exchange Adapter

After you configure the Exchange Server computer and install Outlook on the Workflow Automation Server computer, you can enable the Exchange adapter to monitor one or more mailboxes.

To enable the Exchange adapter:

  1. Log on to the Workflow Automation Server computer with an Administrator account.

  2. In the Aegis program group, click Aegis > NetIQ Aegis Adapter Configuration Utility.

  3. In the left pane, click Email Accounts.

  4. On the Edit menu, click New Entry.

  5. In the view pane, click Monitor Microsoft Exchange Server accounts.

  6. Provide a description, and then click Exit.

  7. If there are any open instances of the Configuration Console, restart them to see the changes to the NetIQ Mail Provider.