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Where do you configure who receives "Workflow process has timed out" type emails?

  • 1.  Where do you configure who receives "Workflow process has timed out" type emails?

    Posted 2 days ago

    Component: Identity Manager
    Version: 10.0.1.5

    I've received one of those "Workflow process has timed out" emails.  I see it was addressed to several people.  Some of whom are no longer with the company.  I cannot seem to figure out where you configure the recipients.

    I saw Configure System > Workflow Notification Properties > Notification Template > Process Timeout Template but that has body templates.  Not recipients.



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    Robert Berendt IBMChampion
    Business Systems Analyst, Lead
    Dekko
    Fort Wayne
    ------------------------------


  • 2.  RE: Where do you configure who receives "Workflow process has timed out" type emails?

    Posted 2 days ago

    Unfortunately, I don't have an answer for you, but I was just about to post a very similar question, so I'm watching yours. I'm wondering the same thing, but about "New Password" or "Password Change" emails. Like you, I've tracked down the Notification Template. I've also found that the Notification Template name is found in enRole.properties to specify that it is to be used. But I've dumped out everything under ou=workflow and ou=policies and several other parts of the LDAP DIT (then used a script to decode the base64 data), and I can't find anything that is causing this email to be sent. In my case also, I have no idea where the list of recipients is coming from. So hopefully someone knows the answer to your question, because I am completely stumped.



    ------------------------------
    Frank Tate
    Gulfsoft Consulting
    https://www.gulfsoft.com
    AIOps Experts. Contact us for implementation help.
    ------------------------------

    Original Message


  • 3.  RE: Where do you configure who receives "Workflow process has timed out" type emails?

    Posted 2 days ago

    Hello,

    If you haven't defined this email in your workflow, it might be arriving by default. It won't arrive if you disable the "Process Timeout Template". 

    If you want it to arrive but want to configure the recipients, you can review the recipients in the "Notification" tab within the workflow.
    If there are recipients who are no longer working, this could be due to two reasons:
    1- If a role/group or "mailing group user" is selected where you chose the recipient, the person who left the job individuals may still be in that group.
    2- If the person who left the job individuals had "System Administrator" , IDM automatically redirects them to admins if it can't resolve the recipients; this could be the reason.

    If it doesn't match the above definitions, I don't know :)



    ------------------------------
    Selim BEKTAS
    Solution Architect
    Bilgi Birikim Sistemleri A.S.
    ------------------------------

    Original Message


  • 4.  RE: Where do you configure who receives "Workflow process has timed out" type emails?

    Posted 2 days ago

    What "workflow" and where in that workflow?

    In Workflows I only have these:

    Which one is used for password change timeouts?

    I opened up one and went into mail and nothing there comes close to email addresses



    ------------------------------
    Robert Berendt IBMChampion
    Business Systems Analyst, Lead
    Dekko
    Fort Wayne
    ------------------------------

    Original Message


  • 5.  RE: Where do you configure who receives "Workflow process has timed out" type emails?

    Posted 2 days ago

    What we are talking about here are "Operational Workflows" - you find those under "Configure System -> Manage Operations"

    The Workflows you are looking at is the Request Workflows that hooks into the request processes.

    The way the workflow works is that has a couple of participants - i.e. Requestor (the user who creates the process) and Requestee(s) who are the users for who the process is run.

    And that list is stored in the PROCESS table and hence not maintained when a user is removed from the ldap. And that is why you can receive these mails...

    HTH



    ------------------------------
    Franz Wolfhagen
    WW IAM Solution Architect - Certified Consulting IT Specialist
    IBM Expert Labs
    ------------------------------

    Original Message


  • 6.  RE: Where do you configure who receives "Workflow process has timed out" type emails?

    Posted 2 days ago
    Edited by Robert Berendt 2 days ago

    I may have found it.

    Manage Groups > Search by Service > Service Name: ITIM Service, Service Type: ITIM > Search by Group name or description > System Administrators.  That's the only group with all the members on the "To:" line of the email.

    You can edit the membership there, or you can go into each individual account and add/remove ITIM Administrators.

    ------------------------------
    Robert Berendt IBMChampion
    Business Systems Analyst, Lead
    Dekko
    Fort Wayne
    ------------------------------

    Original Message


  • 7.  RE: Where do you configure who receives "Workflow process has timed out" type emails?

    Posted 2 days ago

    That is the problem - yes you can manage these users - but there should be very few users with admin access to ISVG/IVIG as these are basically root users with absolut access to everything in the ISVG/IVIG.



    ------------------------------
    Franz Wolfhagen
    WW IAM Solution Architect - Certified Consulting IT Specialist
    IBM Expert Labs
    ------------------------------

    Original Message


  • 8.  RE: Where do you configure who receives "Workflow process has timed out" type emails?

    Posted 2 days ago

    I understand.  But there are even fewer users who know what corrective actions to perform when the workflow process times out.



    ------------------------------
    Robert Berendt IBMChampion
    Business Systems Analyst, Lead
    Dekko
    Fort Wayne
    ------------------------------

    Original Message


  • 9.  RE: Where do you configure who receives "Workflow process has timed out" type emails?

    Posted 2 days ago
    Thanks for that, Robert. I had looked there, but the list "looked" different that the list of recipients for the email. Then I realized that the list contains Accounts, and the email is being sent to the "mail" attribute of the Owner of each of those accounts. Once I looked at THOSE values, I realized it was the correct list. So thank you.

    You 

    Frank Tate
    MBA, PMP, CISSP



    Original Message


  • 10.  RE: Where do you configure who receives "Workflow process has timed out" type emails?

    Posted 2 days ago

    Makes us wonder if we need to add a generic email like ITIM_STUFF@mycorp.com to some of those service accounts?  And have that email be a group that gets regularly updated as turnover happens.



    ------------------------------
    Robert Berendt IBMChampion
    Business Systems Analyst, Lead
    Dekko
    Fort Wayne
    ------------------------------

    Original Message


  • 11.  RE: Where do you configure who receives "Workflow process has timed out" type emails?

    Posted 2 days ago
    I think that sounds like a good idea.

    Frank Tate
    MBA, PMP, CISSP



    Original Message


  • 12.  RE: Where do you configure who receives "Workflow process has timed out" type emails?

    Posted 22 hours ago

    Hi Robert,

    The recipients for "Workflow process has timed out" notifications are not controlled in the Process Timeout Template itself (that only defines the body). Instead, they are determined by the workflow participants and escalation settings in the Identity Manager configuration.

    Here's what you can check:

    1. Workflow Notification Properties

      • Navigate to:
        Configure System → Workflow Notification Properties → Notification Template
        The template defines the message, but recipients come from the workflow context.

    2. Workflow Definition

      • Open the workflow in Identity Manager → Configure Workflow.
      • Check the Notification Settings for the specific activity or process.
      • Recipients are usually:
        • The owner of the workflow step
        • Any escalation contacts defined in the workflow properties
        • Sometimes administrators if escalation rules apply.

    3. Escalation and Timeout Rules

      • Under Workflow Properties, verify who is listed for timeout escalation.
      • If old users are still receiving emails, they may still be assigned as escalation contacts or workflow owners in the process definition.

    4. Update or Remove Old Users

      • Edit the workflow definition and replace outdated escalation contacts with current ones.
      • Save and redeploy the workflow.


    ------------------------------
    Venkata Sathish Reddy Ambati
    ------------------------------

    Original Message


  • 13.  RE: Where do you configure who receives "Workflow process has timed out" type emails?

    Posted 21 hours ago

    This is good guide to understand a little bit about the workflow processes.

    The data used can be looked up in the process/activity tables PROCESS, PROCESSLOG and ACTIVITY - these are the tables that contains the persistent data for any workflow.

    I still believe that the default logic is that the requestees of the workflow will receive the timeout message - the templates is "just" the mail layouts - and the requestees are not given by the activity participants - they are used in the activity handling (logically enough :-)) - not for the over all process.

    HTH 



    ------------------------------
    Franz Wolfhagen
    WW IAM Solution Architect - Certified Consulting IT Specialist
    IBM Expert Labs
    ------------------------------

    Original Message


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