Search Tips
Overview
To use CMiC I/O, an IMAP email account must be created with three unique email folders. CMiC recommends naming the email folders “Inbox”, “Processed”, and “Errors”. Settings are required on the following screens:
Once setup is complete, arrange with CMiC to enable the CMiC I/O services.
System Options
On the System Options screen in the System Data module, there must be a server that is defined as an IMAP server and one that is defined as an SMTP server. This can be the same server.
Pgm: SYSOPT – System Options; standard Treeview path: System > Setup > System Options - [Web Servers] button
The IMAP server entry must contain the username and password of the IMAP email account. The IMAP server is used to process incoming CMiC I/O emails and the SMTP server is used to send CMiC I/O emails.
CMiC I/O Options
Pgm: SYCMICIO – CMiC I/O Options; standard Treeview path: System > Setup > CMiC I/O Options
The CMiC I/O Options screen, also located in the System Data module, is used to configure the CMiC I/O parameters.
Parameters
Email Folders
CMiC I/O needs to have three email folders defined. These folders must be unique.
Incoming
This folder is for incoming emails. This is where the system will look to find CMiC I/O related emails that need to be processed.
Successfully Processed
This folder is for successfully processed emails. Incoming emails are moved to this folder once they have been processed. This means that any email in this folder has successfully been translated into data within CMiC.
Error
If an email fails processing for any reason, it will be moved into this folder. Emails in this folder have not been translated into data within CMiC.
Email Settings
Field Name Terminator
The value in this field indicates which character indicates the end of a field name within the body of an email. This is by default set to a colon and currently cannot be changed.
Field Value Delimiter
This value is used to indicate the start and end of special characters within the body of the email. This is by default set to double quotes and currently cannot be changed.
Session Timeout
This field indicates how long a CMiC I/O web service processing session can run without timing out. This number is in minutes.
Expunge – Checkbox
This field indicates that messages in the Incoming email folder will be deleted when they have been processed. By default, this field is set to checked, and currently cannot be updated.
Dummy Email Field Name
The value in this field is used to determine the end of an email body.
Sender Email Address
This field is the email address that will be used when sending email messages from CMiC I/O.
Sender Personal Name
This is the name that will be associated with the sender email address entered in the previous field (the ‘From’ name).
Send Error to Sender – Checkbox
If this field is checked, then the system will send email replies with the error message back to the sender. If this field is unchecked, the sender will not receive error messages.
Sample email sent back to sender
The error detected will be described in the body of the email, while the original email is included as an attachment so that it will be reviewed.
Validate Incoming Email Address – Checkbox
When checked, the incoming e-mail address is validated against the contact associated with the unique ID in the subject line of the e-mail.
Options – Tab
Pgm: SYCMICIO – CMIC I/O Options; standard Treeview path: System > Setup > CMiC I/O Options – Options tab
Error Recipients
CMiC I/O allows multiple people to receive emails regarding errors generated by CMiC I/O processing.
Email Address
This is where the error email will be sent.
Personal Name
This is the value in the To field in the email.
Email Address Separators
This section of the screen should be used to enter the different types of message separators used by different email sources to distinguish between the original message and the replies.
Email Address
This value should include the email server type.
Personal Name
This field should be the separator used by the email server type.
Exclusions – Tab
Pgm: SYCMICIO – CMIC I/O Options; standard Treeview path: System > Setup > CMiC I/O Options– Exclusions tab
This tab is used to specify text patterns that would make CMiC I/O ignore the email if it is found in the e-mail subject. Wildcards like ‘%’ and ‘_’ are allowed.
Attachment names can also be specified. Those specified will not be processed by CMiC I/O if found as attachments to an email.
Exceptions – Tab
Pgm: SYCMICIO – CMIC I/O Options; standard Treeview path: System > Setup > CMiC I/O Options – Exceptions tab
This tab allows the user to define the email addresses that are to be excluded from validation when the checkbox ‘Validate Incoming Email Address’ is checked in the header section of this screen.
Miscellaneous – Tab
Pgm: SYCMICIO – CMIC I/O Options; standard Treeview path: System > Setup > CMiC I/O Options – Miscellaneous tab
Re-Open Closed Issues – Checkbox
When checked, a Closed Issue will be re-opened upon receiving a new note or attachment via CMiC I/O, provided the sender has the CMiC Field project role privilege to ‘Allow For Adding Notes and Attachments to Closed Issues’ (standard Treeview path: CMiC Field > Security > Project Roles).
Unique ID After Subject – Checkbox
When checked, the Unique ID is placed after the subject text in outbound CMiC I/O emails.
Companies – Tab
Pgm: SYCMICIO – CMIC I/O Options; standard Treeview path: System > Setup > CMiC I/O Options – Companies tab
The Companies tab allows a personal name to be set by company for I/O email in CMiC Field. Only one record per company can be entered in the Companies tab.
When an I/O is sent, the personal name for the company will be taken from the entry set up on this tab. If there is no entry in the tab for the specified company, then the entry in the Personal Name field in the header section of the screen will be used instead.
Project Maintenance
Standard Treeview path: CMiC Field > File Maintenance > Project Maintenance – Defaults tab
Within the CMiC Field module, each project that is to be used with CMiC I/O should have a default RFI contact defined.
The default RFI contact defined on the Project Maintenance screen’s Default tab will be the default To contact when a new CMiC object (RFI, communication, or issue) is created via CMiC I/O.
NOTE: If there is no default RFI contact defined for the project, then the objects will be created with a To contact.
Contact Maintenance
Contact Maintenance; standard Treeview path: CMiC Field > Communication Management > Project Contact Directory
Within CMiC Field, any contact on a project that is to be allowed to use CMiC I/O must have a project contact ID defined for the project. This is done via the Contact Maintenance screen.
This ID code must be unique across the system. CMiC recommends that this code be defined as the project code plus the contact code.
User ID
Project contacts who receive I/O emails must have a user ID set up in order to access records linked in the email via the [View Details] button. When an I/O email is sent to a contact that does not have a user ID, the link (i.e., the [View Details] button) is disabled.
Contact Maintenance; standard Treeview path: CMiC Field > Communication Management > Project Contact Directory
This is done via the Security section enabled by the 'User ID' checkbox on the Contact Maintenance screen. For more information, please refer to CMiC Field - Project Contact Directory.