Users Receiving Larger Number of Emails For Already Closed Notifications


An EBS user received over 900 emails from the Workflow Mailer, all seemingly related to just two or three notifications that had already been closed. This issue arose because the Workflow Mailer was processing invalid responses for notifications marked as closed. The user’s SMTP server responded with "UNDELIVERABLE" or "Message Delayed" replies, including the original email as part of the response.

Each reply contained a "NID line" (Notification ID) such as:


NID[579620/150876511398750957310222682961425070341@AOLDEV]

Since the response lacked valid content in single quotes, the notification’s mail_status in the WF_NOTIFICATIONS table was marked as "INVALID". Upon receiving these invalid responses, the Workflow Mailer would attempt to send an invalid notification. However, when it detected that the notification’s status was already set to "CLOSED", it would instead send a closed notification, creating an email loop.

Solution:

To resolve this issue, you need to create a Mailer Tag, which acts as a filter for the Workflow Notification Mailer. This tag tells the mailer how to handle specific email subjects found in the inbox of the mailer's IMAP account.

To determine the necessary subject line for the tag, review the "PROCESSED" folder in the Workflow Mailer's IMAP account. Look for automated email subjects, such as "UNDELIVERABLE:" or "Message Delayed:". These subjects usually mirror the original notification subject but are prefixed with such statements. Often, these emails come from the user’s email server.

Here’s how to create a Mailer Tag using "Message delayed" as an example:

  1. Log in as a Workflow Administrator.
  2. Navigate to Workflow Administrator Web Applications -> Oracle Applications Manager -> Workflow Manager.
  3. Click on Service Components at the bottom left of the page.
  4. Select Workflow Notification Mailer and click Edit.
  5. Click the Advanced button.
  6. Proceed to Step 6 of 8 in the configuration wizard.
  7. Click the Add New Row button.
  8. In the first box, type "Message delayed" (without quotes, case-sensitive). Then, select Ignore from the action list of values (LOV).
  9. Click Next.
  10. Click Next again.
  11. Click Finish.
  12. Confirm by clicking Finish.
  13. Bounce (restart) the notification mailer and monitor to ensure the issue is resolved.






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