OpenRIMS-RPM - Email Notifications

Objective

The processing of an application usually takes a long time. An applicant is highly motivated to know the completion of critical steps of the application processing workflow ASAP. Pharmadex 2 provides applicants with a tracking service that allows pulling application processing information in real-time.

Despite this, it will be nice to implement an additional information service that push-out the tracking information using email. This kind of service is familiar to most users, and thus relevant.

Pre-requisites

1.      Supervisor credentials for the OpenRIMS instance

2.      Access to OpenRIMS installation on the server

Steps

1.      Create a Gmail user for the OpenRIMS installation

2.      Assign this user to the OpenRIMS installation

3.      Test the email service to ensure it works

4.      Add calls to email service to the workflow configurations to push out the tracking information to applicants

Gmail user

To send emails, OpenRIMS uses Google SMTP mail service. The connection parameters are pre-configured, except the Gmail username and password.

For OpenRIMS mail service should be registered dedicated Gmail user. It shouldn’t be any real person. For this user should be assigned an application password.

The description is here https://support.google.com/mail/answer/185833?hl=en

Assign the user to the OpenRIMS installation

To assign the mail user to a OpenRIMS installation it is necessary to add two lines to the application.properties file (change to an your active gmail account credentials):

spring.mail.username=openrimssystem@gmail.com

spring.mail.password=squbqxqfbvnkrllf

Figure 1 The application.properties file is in the same folder as the OpenRIMS. 1- Linux, 2- Windows

Test the email service

For a supervisor user, OpenRIMS provides a test email feature. This feature sends a test email to the Supervisor currently logged in.

Figure 2 Not successful test. A bad user name or application password or a Gmail user is not assigned yet

Figure 3 Success. The email should be received shortly

Add the send mail feature to a workflow activity configuration

Figure 4 Field "attention" in the workflow activity configuration manage email notifications after workflow step completion