BPC RiskManager - Configure Risk Mail Manager
Contents
Introduction
This step is optional. You may not want to (probably WILL NOT want to) configure Risk Mail Manager during initial installation and come back to this step later. Once enabled the mail manager will start sending emails to users when the triggering conditions are met (like changes in responsibilities for risks and strategies, etc)
Run program: <install dir>RiskMailManager.exe. Steps 1 to 5 below are configuration. Step 6 is to schedule the program to run as an automated process.
Note: RiskMailManager is not normally scheduled for users of Risk Manager Single User Edition. The manual ‘Send Mail’ process in step 5 below is typically used.
Configuration
Step 1: Configure Mail Connection
- Enter the appropriate details in the boxes provided
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Select Mail Connection |
Not all editions of Windows support SMTP Server Protocol. Microsoft Outlook requires separate installation and configurations. |
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SMTP Host Address |
Set to the outgoing SMTP mail server. |
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SMTP Server Port |
The default port number is 25. |
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SMTP Server User ID |
Recommend leave this setting blank. |
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SMTP Server From Address |
Enter a valid email address that users can use to reply to any e-mail messages sent to them – EG: administrator@your-organisation.com |
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SMTP Server From Name |
Enter a name that can identify the above user account – EG: This can be generic such as ‘Risk Mail Manager’ or the name of your organisations risk manager such as ‘John Citizen’. |
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Default Message Format |
Text or HTML. You will generally want to use HTML as this allows more complex and attractive layouts to be built in the enduser reporting tool of the client application for emails.
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- Please send a test message to verify the settings made above. The test message should be received within a short period of time.
- Click the “Save Mail Properties” button to save the settings to the system registry.
Step 2: Select Database Connections (Secure Accounts) to Send Mail to
- Please select which connections you want RiskMailManager to connect to and to send mail for. Check the connections to select individual databases.
Note: The connections are configured by the application server program. The default connection is created when RiskManager is first run. Additional connections can be created manually using the application server program.
When RiskManager is running in ‘User Acceptance Testing’ or ‘Evaluation’ mode you may only want to check the training databases for sending mail.
When RiskManager is running in production mode you may only want to check the production databases for sending mail.
To view the mail log file and manually send mail please select the connection and then click 'Open Connection' to begin working with this database.
- Click the “Save Changes” button to save the settings to the system registry.
Step 3: Configure Mail Options.
- All mail messages generated by RiskMailManager can be copied to and blind copied to a list of e-mail addressees. This is useful if a risk administrator wants to see all email messages generated by the system in order to follow up on the people responsible for actions.
Note: As of V6.2.5 This configuration has been moved to the RiskManager program and is no longer available in the MailManager program.
Step 4: View Mail Log.
- To view the mail log which contains a record for each email message sent by RiskMailManager please enter a search date range and then click ‘View’.
The mail log is a useful tool to review mail generated by the program. It will verify that messages are being sent. If messages have failed an error message is recorded here for each record which can assist networking and administration troubleshooting.
Step 5: Send Mail.
Use this tab to manually send mail messages. This is useful in system testing (such as ‘User Acceptance Testing’ or ‘Evaluation’) and when RiskMailManager automation fails and a manual or ad-hoc process is required.
- Select to send mail for the ‘Current Connection’ or ‘All Selected Connections’. The current connection does not need to be a checked connection in the ‘Database Connection’ tab for the process to run. This is required if using the ‘All Selected Connections’ options.
- You may override the HTML/Text messaging format here if you wish, but you are advised to generally leave this alone.
Step 6: Schedule RiskMailManager to run as an automated process.
RiskMailManager can be run as an automated process. This means that the program can be scheduled to run automatically each night without the need for user interaction. The program will use the configurations supplied for mail connection and selected database connections.
RiskMailManager can be scheduled using a Windows scheduler or a basic WinAT command. The WinAT method is more difficult as there is no user interface to interact with.
When specifying the executable to run you MUST supply the parameter ‘AUTO’. This parameter is used to control the program and get it to send mail without user interaction.
EG: <install dir>\\RiskMailManager.exe AUTO
Example of a WinAT command to run RiskMailManager each weekday at 2 AM: Create a batch file (.bat) with the following line and execute it once.
at 2:00 /every:M,T,W,Th,F "C:\Program Files\RiskManagerSingleUser\RiskMailManager.exe” AUTO
