Configuring Email Notifications for collana shield Check Jobs

This article describes how to configure the automatic sending of email notifications from Microsoft Dynamics 365 Business Central after the execution of collana shield check jobs. The email contains a summary of the check results.

Prerequisites

To ensure that email notifications can be sent correctly, the following prerequisites must be met:

• A valid email account is configured in Business Central.
• The user who has set up the check jobs has permission to send emails from this mailbox.
• If a check job is executed manually, the currently logged-in user must also have permission to send emails from this mailbox. Otherwise, no email notification will be sent.

Setting Up an Email Account in Business Central

1. In Business Central, navigate to Email Accounts.
2. Click New and then select Add Email Account.
   
3. Select Microsoft 365 Account as the Account Type and click Next.
   
4. Enter an Account Name and specify the Email Address.
   
5. Complete the setup of the email account.

Assigning an Email Scenario

To use the email account for sending check results, a corresponding Email Scenario must be assigned:

1. Select the previously created Email Account.
2. Click Navigate in the menu.
3. Select Email Scenarios.
   

4. Click Assign Scenarios.

   

5. Assign the scenario collana shield Job Notification to the email account.

Enabling Email Notifications in collana shield

1. Navigate to the collana shield Settings.
2. Enable the option Send Summary email.
   

Defining Recipient Groups for Check Jobs

The recipients of the email notifications are defined per job queue entry.

Edit Job Queue Entry

1. Open the collana shield Settings.
2. Navigate to the Job Queue Entry List section.
3. Select a job queue entry and click Edit to open it.
   

Assign Mail Group

1. In the job queue entry card, select a recipient group in the Mail notification group field.
2. Use New to create a new distribution group if required.
   
3. Assign the desired Contacts to the distribution group who should receive notifications.
   

Content of the Email Notification

• No checked entities:
  If a job queue entry is executed and no entities are checked, this information is displayed in the email.
• Checked entities available:
  If the execution contains check results, the email includes:
  • the description of the executed job queue entry,
  • the number of checks per match type,
  • the IDs of matches, and
  • the IDs of possible matches.

Behavior in Case of Incorrect Email Configuration

If the email notification is configured incorrectly, the following applies:

• The checks are executed in all cases.
• An error message is displayed in the job queue entry explaining why the email could not be sent.
• In this case, no email notification is sent.