ASPEN includes an optional feature that provides for the delivery of specified system-generated action item notices via e-mail to SA or RO recipients. To use this capability, both your state’s e-mail system and ASPEN must be properly configured, and individual SA and RO staff members must also be set up in ASPEN to receive action items by e-mail. E-mail delivery is enabled for ASPEN RO users if individual staff members and the state server to which they are connected are configured for e-mail notification.
State System Requirements
• SMTP standard Send e-mail server (SMTP = Simple Mail Transport Protocol)
• Optional ASPEN account with Login ID/Password on e-mail server
• Secure network route between state QIES database server and e-mail server
To toggle action item display:
1 In Tree view, right-click the My Action Items node on the Alpha tab.
2 Select Hide Action Items or Show Action Items as appropriate.
Hide Action Items hides the display of your action items in Detail view (lower right hand corner of screen) at startup. Show Action Items enables the display of your action items in Detail view again. This toggle doesn't affect the display of your action items in List view when you click the My Action Items node on the Alpha tab; they're always shown.
1 From the System menu, select Action Item History.
The Action Item History option is enabled only for ROs.
2 In the Action Item Trail window, click Delete.
3 In the Action Item Delete Range window, enter a Start Date and End Date to specify the time range of the action items you want to delete.
4 Click OK.
5 Respond Yes to the confirmation prompt.
The action items issued within the specified time range are deleted.
6 Click Close to close the Action Item Trail window.
ASPEN Configuration Requirements
• Enable and configure e-mail server definition (see SA procedure below)
• Specify which types of action items will be delivered via e-mail (see SA and RO procedures below)
• Enable e-mail for each staff member who is to receive action item notices (see “Enable Action Item E-mail Delivery for Staff Members“ on page 126)
• Provide an e-mail address for staff members receiving e-mail notices (see “Enable Action Item E-mail Delivery for Staff Members“ on page 126)
ASPEN Implementation
E-mail notification of an action item is delivered to a recipient when:
• e-mail delivery is properly configured in your state
• the action item type has been flagged as e-mail deliverable
• the recipient has been flagged as eligible to receive e-mail notifications
• the recipient's e-mail address has been configured in ASPEN SA
From ACO, you can configure e-mail server settings and designate the action items to be delivered by e-mail.
Note: These settings also apply to ASPEN Complaints/Incidents Tracking System (ACTS) and ASPEN Enforcement Manager (AEM) action items.
1 From the ACO System menu, select System Configuration, then Email Configuration to open the Action Item Email Configuration window.
Menu security should be set so that this option is enabled only for the individual(s) given responsibility for e-mail configuration.
2 In the section on the left, select the action items to be delivered by e-mail.
The list contains action items of interest to SAs. You can clear the
checkboxes of those you don’t want to be delivered to SA staff members via e-mail.
RO
From ARO, you can only designate the action items to be delivered by e-mail.
The state server you are connected to must already be configured for e-mail notification.
Note: These selections also apply to ACTS and AEM action items.
3 In the Email Server Settings section, enter the IP/Host Name of your e-mail Send server.
You can enter an IP address, e.g., 123.123.123.123, or a host name, e.g., state.email.sa.gov.
Be sure to coordinate this entry with your agency’s network and/or e-mail server administrator.
4 Select SMTP Secure Authentication Required if applicable.
You must select this option if your SMTP server requires a user name and password to log in and send messages.
5 If you selected SMTP Secure Authentication Required, enter the User Name and Password of the Send account on the SMTP server.
6 Enter the e-mail address that will appear in the From line of action items that are sent as e-mail messages.
7 To test the server settings, select and enter the e-mail address of a configured recipient.
A message informs you if the test e-mail message was sent successfully.
You will receive an error message if: the IP/Host name, the user name and/or password (if entered), or the From address is not recognized by the system.
1 On the ARO toolbar, click to open the Regional Offices window.
2 Click to open the Action Item Email
Configuration window.
Note: The Email Configuration option on the System menu is disabled in ARO.
Note: Once configured, e-mail notification occurs for the selected action items.
When an action item is entered in ACO, the corresponding e-mail message may wait in a queue for up to 10 minutes before it is delivered to recipients.
ACO action items are displayed in Tree view whether or not an e-mail
notification is also sent. E-mail notices use the same recipient list as the related action item. Recipients must be configured to receive action item e-mails (see