State Change Notifications fail

[Celtic_Design]

***Note, I am currently searching this issue and will post any additional info if and when found***

****Vault Pro 2025 all current updates****

I have a new vault set up for my client, all set and ready to flip the switch. Except one item (at this point), email notifications. I know there are 3rd party apps that should perform this duty. But with 2025, ADesk decided to add this feature to Vault Pro.

I set it up as documented, create a part, move it from WIP to Check state which as set up, should email the Engineer the files are ready for Checking, nadda. None of the Engineers listed in the email notification menu received any notice. I even tested it myself and I don't get the notice either.

So far, from what I've been able to find in troubleshooting and google, the reason it fails is 1.) I need to install a 3rd party app for these notifications to work (I find that claim highly suspect) and 2.) I need to make some adjustments on the ADMS server.

I haven't yet dove into the "server" instructions, but it's scheduled for this afternoon's reading session.

Has anyone attempted this with success? Am I heading down the correct path with having to set things on the server? And then the big question, as far as an email app, will vault connect to a web based email such as Yahoo, Gmail, etc?

[CGBenner]

@Celtic_Design 

Hey Jim,

I assume you are doing this with an ECO?  Can you share an image of your settings for the email connection?  When I used to use this in my old life we were connecting to an internal Exchange server, I do not recall being able to use an external web based email, but that was 5 years ago....

[Celtic_Design]

Hey Chris,

No, not using ECOs just yet. This is simply for State Change notifications.

They want to be able to track where the file goes, who's notified and at what states they are notified, etc.

I've always used a 3rd party app from my reseller for this, but now Pro offers such, I figured I could save them a few $$.

But, yeah, if it can't use web based email like Gmail, no sense going any further.

***update***....correct me if I'm wrong, but isn't the email setup in ADMS mainly for Admins being notified on success or failure of automated processes like the Job Server?

I'm telling you, out of Vault Admin fun for a few years and my my how things have changed and how much I forgot or am fuzzy on.

It does come back, but at my advanced age, it comes back very slowly...LOL

[CGBenner]

@Celtic_Design 

Back in my day (old man voice), email notifications only worked with ECO and yes, Job Server.  I might have missed that they added it for lifecycle state changes... let's loop in @ihayesjr to add some official clarity on this, and whether or not you can connect to web based email.

[Celtic_Design]

Chris,

Here are the steps I found. It seems you do have to set things up on the Server sides as well.

Somehow I completely missed the first steps, but I know why....cuz they weren't mentioned in the documentation, it all started at step 2.

Time to back track a bit and see what needs to be redone or set.

1. Access Vault Settings:

• Open the Autodesk Data Management Server Console (ADMS).
• Navigate to Tools > Administration > Vault Settings.
• Select the Behaviors tab.
• Click Notifications... to configure email notification settings. 

2. Configure Email Notifications:

• Email Templates:

  • In the Email Templates tab, click Add to create a new template or select one to copy and edit. 

• Add/edit the template name, description, subject line, and email message. 
• Add property attributes from the Add Property dropdown to include in the email body. 
• Add header/footer information. 
• Click Preview to review the template. 
• Click Apply to save changes. 
• Email Configuration:

  • In the Email Configuration dialog, select the Enable email notification check box. 
• Select an email service provider. 
• Enter SMTP configuration details: username, password, domain name, SMTP server address, and port number. 
• Select the Use an encrypted (SSL) connection check box. 
• Set the interval (between 1-1440 minutes) to trigger email notifications. 
• Click Send Test Email to test the setup. 

3. Configure Event Notifications for Lifecycle Transitions:

• In the Notifications dialog, configure which lifecycle state transitions trigger email notifications.
• Specify the users or groups to receive the notifications.
• Choose the email template to use for the notification. 
  Still attempting to verify if it'll accept web based emails.

[Celtic_Design]

Well, I think I found the root of the issue as far as the steps needed to take in the process.

And yes, a good portion of the problem is between the chair and the keyboard of a Boomer.

Hear me out, typically when I have a task like this that I may not have done in years or so, or where I know the process in general, but always have the help pages up on the screen to act as a "go by" or "check list", etc. to make sure I get everything.

This time I did the same but....and here's where I'm going to catch a lot of flack from.

For the "go by", I'd Google what I'm looking to do and select the AKN or whatever Adesk site or the like I can find.

But these days, this Boomer chose to follow the AI results instead as the steps I was looking for came up in a nice and clear listing.

It seemed perfect, just what I was looking for......

That was where it left off section 1 and the last portion of section 2.

AI is great, but it just isn't fully there yet. This Boomer has learned his lesson.

Do NOT trust AI instructions yet folks, it might get you into a far worse situation than something minor like this.

Now, back to the fun and trying to verify if it'll accept web based email. That I still need a solid answer on, any one?

[Celtic_Design]

So.....I do a search again for the question of web based email....and AI claims yes it does:

AI Overview

Yes, Autodesk Vault email notifications can use web-based email services (like Gmail, Yahoo, etc.) as long as the email server is configured to support TLS or SSL encryption, which is supported starting from Vault 2025.

@CGBenner @ihayesjr 

Are either of you able to verify this?

[ihayesjr · Accepted solution]

@Celtic_Design 

Please take a look at the configuration dialog.

[Celtic_Design]

Thx @ihayesjr We were able to confirm web based email is acceptable as shown above.

Now we have authentication issues to resolve.

Baby steps.

[Joe_Hughes_Product_Design]

Hi, I'm trying to do a screen record demo for email notifications and I can't get any of my email accounts to work here, I think I have similar issues. @Celtic_Design did you manage to solve this?

Thanks, Joe

[Celtic_Design]

@Joe_Hughes_Product_Design, we got the email selection for web-based email set and all seems to be working fine in our test environment.

Our issue is I get errors if I work on the server remotely and setting my email acct as the originator wasn't being accepted.

Leaving it as the original admin works fine, so far.

We are now just waiting on the initial first run through of some production files to verify all notifications go out as desired.