Email Configurations — Business Rules and Routing¶

Current SMTP Configuration¶

Located in web.config under <system.net><mailSettings>:

Setting	Current Value
SMTP Host	`smtp.bulkmail-za.com`
Port	`25`
Username	`conpro_bulkmail@smtp.bulkmail-za.com`
From address	`no-reply@conprosoft.co.za`
Delivery method	`Network`

To update: edit the <network> element in web.config. No application restart is required on IIS — the application picks up SMTP settings on the next request after the configuration file is saved. In provider-managed shared hosting with multiple worker processes, allow a few minutes for all workers to reload the configuration before sending a test email.

How Email Rules Work¶

Email sending is implemented entirely within the controller XML files (/app/controllers/*.xml). Each email rule is a <rule type="Email"> block that contains:

Header lines — From:, To:, CC:, Subject: — supporting field placeholders in {FieldName} format.
HTML body — a full HTML email template with field placeholders.
Trigger: commandName="Insert", commandName="Update", or both.
Phase: phase="After" — the email is sent after the database action succeeds.

Field placeholders (e.g. {PersonName}, {SupervisorEmailAddress}) are resolved at runtime from the record being saved. The special placeholder {@BusinessRules_UserEmail} resolves to the email address of the currently logged-in user.

Email Rules by Module¶

Human Resources¶

LeaveApplication — New Application

Trigger: After Insert
To: no-reply@conprosoft.co.za; supervisor of the applicant
CC: logged-in user
Subject: {Status}: {LeaveType} Request for {PersonName} ({StartDate} - {EndDate} [{NumberOfDays} day(s)])
Body: leave request details table

LeaveApplication — Status Update

Trigger: After Update
To: no-reply@conprosoft.co.za; employee; supervisor
CC: logged-in user
Subject: same format as above
Body: leave request details including approval status and approver

TimeSheetHeader — New Timesheet

Trigger: After Insert or Update
To: admin@conprosoft.co.za; supervisor
CC: employee
Subject: New Time Transaction: {PersonName} (Week: {TimesheetStartDate} through {Date07})

TimeSheetHeader — Timesheet Status Update

Trigger: After Update
To: admin@conprosoft.co.za; employee
CC: supervisor
Subject: Time Transaction {Status}

Procurement¶

Requisition — Request Approval

Trigger: After Update (when approval is requested)
To: {SupervisorEmailAddress}; finance@bmhafrica.co.za
CC: {RequestorEmailAddress}; no-reply@conprosoft.co.za
Subject: Approval Requested - {RequisitionNumber}

Requisition — Approved/Status Update

Trigger: After Update
To: {RequestorEmailAddress}; finance@bmhafrica.co.za
CC: {SupervisorEmailAddress}; no-reply@conprosoft.co.za
Subject: {RequisitionNumber}: {RequisitionStatus}

PurchaseOrders — Issue PO to Supplier

Trigger: After Update (action sendEmail_PO)
To: {SupplierEmail}; finance@bmhafrica.co.za
CC: {RequestorEmailAddress}; {ApprovedByPersonEmailAddress}; no-reply@conprosoft.co.za
Subject: PURCHASE ORDER {PurchaseOrderNumber}
Body: full PO details

PurchaseOrders — Request Revision Approval

Trigger: After Update (action sendEmail_RequestApproval)
To: {ApprovedByPersonEmailAddress}; finance@bmhafrica.co.za
CC: {RequestorEmailAddress}; no-reply@conprosoft.co.za
Subject: Revision Approval Requested: {PurchaseOrderNumber} (Rev {RevisionNumber})

PurchaseOrders — Revision Approved

Trigger: After Update (action sendEmail_Approved)
To: {ApprovedByPersonEmailAddress}; finance@bmhafrica.co.za
CC: {RequestorEmailAddress}; no-reply@conprosoft.co.za
Subject: Revision Approval: {PurchaseOrderNumber} (Rev {RevisionNumber})

Payments — Payment Notification

Trigger: After Insert
To: {PurchaseOrderSupplierEmail}; finance@bmhafrica.co.za
CC: {RequestorEmailAddress}; {IssuedByPersonEmailAddress}; no-reply@bmh-crp.co.za
Subject: PAYMENT NOTIFICATION: {PurchaseOrderNumber}

Task Manager¶

Task — New Task

Trigger: After Insert
To: {TaskOwnerEmailAddress}; {TaskAssignmentEmailAddress}; {SupplierEmail}; no-reply@bmh-crp.co.za
CC: up to 5 participant email addresses; assignment supervisor
Subject: New Task "{TaskName}" due on {DueDate}

SubTask — New Activity

Trigger: After Insert
To: no-reply@bmh-crp.co.za; {ActivityOwnerEmailAddress}; {ActivityAssignmentEmailAddress}; {SupplierEmail}
CC: up to 5 participant email addresses
Subject: New Activity "{TaskName}" created for Task {TaskName1} due on {TaskDueDate}

Issue Register¶

IssueRegister — New Issue

Trigger: After Insert
To: {IssueLoggedByUserEmail}; {IssueAssignedToUserEmail}; no-reply@bmh-crp.co.za
Subject: New Issue Lodged: N: {IssueNumber}, T: {IssueType}

IssueRegister — Issue Updated

Trigger: After Update
To: {IssueLoggedByUserEmail}; {IssueAssignedToUserEmail}; no-reply@bmh-crp.co.za
Subject: Issue Updated: N: {IssueNumber}: T: {IssueType} - S: {Status}

IssueResponse — New Response

Trigger: After Insert
To: {IssueLoggedByUserEmail}; {IssueAssignedToUserEmail}; no-reply@bmh-crp.co.za
Subject: New Response on Issue Nr: {IssueNumber}, Type: {IssueType}, Status: {IssueStatus}

IssueResponse — Response Updated

Trigger: After Update
Same recipients as above.

Updating Email Configuration¶

Changing the SMTP Server¶

Edit web.config — update host, port, userName, password, and from under <system.net><mailSettings>.

Changing Hardcoded Recipient Addresses¶

The following addresses are embedded in controller XML files. To change them, open the relevant XML in /app/controllers/ and update the To: or CC: header line inside the <rule type="Email"> block:

Address	File to Edit
`finance@bmhafrica.co.za`	`PurchaseOrders.xml`, `Requisition.xml`, `Payments.xml`
`admin@bmh-crp.co.za`	`TimeSheet.xml`
`admin@conprosoft.co.za`	`TimeSheetHeader.xml`
`no-reply@conprosoft.co.za`	Various controllers
`no-reply@bmh-crp.co.za`	`Task.xml`, `SubTask.xml`, `IssueRegister.xml`, `IssueResponse.xml`, `Payments.xml`

Changing the From Address¶

The from attribute in web.config sets the default From address for all emails. Individual rules may override this in their From: header line inside the XML. Both locations may need updating if the sending domain changes.

SMTP Configuration¶

SMTP is configured in web.config:

From Address – configured in <smtp from="...">.
Host, Port, Credentials – configured in the <network> element.

These must be updated to point to the client’s chosen SMTP provider. Avoid storing cleartext production credentials in source; use secure configuration practices where possible.

Email Business Rules¶

Email sending is handled through:

Action definitions in controller XML files (/app/controllers).
Application service methods in App_Code/Services and custom rules in App_Code/custom/Rules where implemented.

Typical scenarios:

Notifications when certain records are created or status changes.
Membership-related emails (user registration, approval, password reset).

The detailed routing (who receives which email) is defined in the controller configuration and/or custom rule logic, and may vary per deployment.

Recommended Changes per Environment¶

For each environment (Dev / Test / Prod):

Update SMTP host, port, username, and password in web.config.
Confirm the from address uses a domain verified with the SMTP provider.
Where necessary, configure different recipients (e.g. test distribution lists vs. production contacts).

Any changes to email-related business rules should be documented here, including:

Which controllers send emails
Under which conditions (status changes, new record, scheduled jobs)
Who the recipients are and how they are determined (fixed, role-based, or record-based)