Email Integration

Maximo - Outbound email

• A local SMTP server is configured for each Maximo SaaS server for processing outbound email using an IBM managed email provider. This allows customers to receive email notifications from Maximo for various purposes such as updating the status of a purchase order, approving or rejecting a workflow assignment, etc.

• Customers can define communication templates and utilize them in a number of different contexts to send email to intended recipients. See link below for further information:
  

https://www.ibm.com/support/knowledgecenter/SSLKT6_7.6.1.2/com.ibm.mbs.doc/gp_wkflow/c_comm_templates.html

• If customers do not want to use the IBM provided local SMTP server, they can point Maximo to their own SMTP server by changing the mail.smtp.host (and associated values) in system configuration > platform configuration > system properties. This can be configured directly or may require a site-to-site VPN configuration.

 Example configuration steps are provided here:
  

https://www.ibm.com/support/pages/sending-e-mails-smtp-ibm-maximo-enterprise-asset-management-7x


Maximo - email Listener

• Email processing (through the Maximo Email Listener) is available to IBM Maximo SaaS Flex customers. This enables Maximo environments to pull emails for processing. E-mail processing uses a predefined workflow process that can create, update, or change the status of service requests, incidents, or problems depending on the email content.

• Email accounts are not provided. Maximo’s email listener application can be configured to connect to customer provided email account(s) using the IMAP or POP3 protocol. Customer has the ability to implement the Maximo Email Listener with a configurable workflow that could check for any conditions they require. See link below for details:
  

https://www.ibm.com/support/knowledgecenter/SSANHD_7.6.1.2/com.ibm.mbs.doc/emailstner/t_config_email_listeners.html

• External mail server integration over IMAP or POP3 is supported. Default secure ports for these protocols is recommended.

TRIRIGA - Outbound email

• A local SMTP server is configured for each customer TRIRIGA SaaS server for processing outbound email using an IBM managed email provider. This allows customers to receive email notifications when the status of a record changes, such as resource reservations, a purchase order is issued, etc. The total size of the email, including attachments, must be less than 30 MB.

• Customers can point TRIRIGA to their own SMTP server by requesting a change to the mail.smtp.host and related values in the TRIRIGAWEB.properties file. This must be requested via case ticket.


TRIRIGA - Inbound Email Listener

• The TRIRIGA email listener does not natively support secure transport via SSL encryption

• IBM CDS can configure Stunnel to forward traffic from the SMTP secure listener port. This must be requested via case ticket.

Restricting Email

IBM Maximo and TRIRIGA SaaS use a third party provider to relay outbound email. If customers do not receive this email by default, they can allowlist our source IP’s. These IPs can be provided upon request.

Use of SPF / DMARC

Use SPF / DMARC is not supported. SPF (including DMARC) is intended to authenticate that IBM are a legitimate sender from a specified domain. However, IBM SRE uses a shared mail relay account, with each customer generally sending from their own domain. As a result, IBM cannot configure DMARC without impacting other clients and can't certify that mail is legitimately from a specific client domain (for example a client could configure their “from” to be anything, including another client's domain - legitimate or otherwise). IBM will address mail issues sourced from our environment, but these can't be addressed through SPF.