Inbox for IPA user actions

If you have Infor OS version 12 or later, you can enable the Inbox to send all user actions to the Inbox in Infor OS Portal. You can also configure user actions to be sent to both the Inbox and the IPA Inbasket. We recommend that you use the Inbox when it is enabled.

When the IPA user action flow runs, it will get the user list through this process:

  1. Resolve all the tasks list assigned to that user action node
  2. Apply the user category filtering, if applicable, and generate the final list of individual users
  3. Get the corresponding GUID for these users
  4. Send the user action with the list of users GUID to the Inbox

An IPA user action is called a task on the Inbox. All the tasks are displayed in the inbox and organized by date. When you click the task, it will communicate with IPA and load the actual Landmark application form in the Inbox. This form is the same form that is displayed in the IPA Inbasket. You can edit the form and save it before taking actions.

After the action is taken, the IPA workunit will continue with the flow and IPA will communicate back to Infor OS Portal to remove the task from the inbox screen. The inbox will then load the next available task in the screen.

Taking actions through email is supported if the user is part of the initial user distribution list.

Canceling the workunit will remove the corresponding task from the Inbox.

IPA User Actions with lightweight behavior

There are certain features that are currently not applicable or utilized by Landmark. However, the existing integration between Landmark and ION does not effectively disable these features, resulting to unnecessary processing by ION. These features are affected:
Feature Description
ARCHIVE_ON_COMPLETE Completed activities (closed, canceled) will remain in ION DB (with Archive flag).
AUTO_ASSIGN Auto-assign activities. In case there is one user on the distribution list and a specific ION setting is enable, an activity may be auto-assigned.
DELEGATION_OOO Activities can be delegated based on the out-of office settings.
DELEGATION_OOO_NOTIFICATION In case of out-of-office, an additional notification is created if a task or alert is delegated.
ESCALATION Ability to escalate activities based on escalation rules (for example, management chain).
EXTERNAL_FORM_PAGE_MODE Possibility of setting an external form for activity. The form will be shown on the Activity details page.
REPORTS Activities (archived or not) can be included in ION reports.
SEND_ITEM_REPORT_EVENTS Sending activities' events to the ION Event table (for reports).
SEND_MAIL Sending of emails to users (for example, when an activity is created).
SEND_SEARCH_ONEVIEW_EVENTS Sending the activities' events to OneView/search.
SEND_SYNCBODS Sending the activities' sync bods to Infor OS Portal.

These features are only applicable when the back-end automation process is managed by ION. However, Landmark/IPA handles the back-end orchestration, while Inbox serves as a notification center.

To optimize the system, these features that are not applicable to Landmark are disabled using the lightweight behavior and utilize Inbox solely as a notification center. This approach streamlines the system and remove unnecessary processing by ION.

A JSON property called behavior has been added for creating alerts, notifications, and tasks. The value used for this behavior property is LIGHTWEIGHT. For example:
{
  "message": "Specify message"
  "behavior": "LIGHTWEIGHT",
  "distribution": [
    {
      "identifier": "Specify identifier",
      "sendMail": "true",
      "type": "USER"
    }
  ],
}

Compared to the earlier solution, tasks labeled as lightweight will not appear in ION reports. You can easily identify lightweight tasks on the Activities page in ION as they are marked with a specific icon (a caution symbol). Unlike other tasks, lightweight tasks will not be archived and will be removed from ION as soon as they are completed or canceled. It is also important to note that lightweight tasks are not sent to OneView.