axon-ivy-mail

name	axon-ivy-mail
description	Rules and patterns for sending email from an Axon Ivy project. Covers sender / recipient resolution, subject and body templating, attachments, and the recommended builder pattern for one mail type per class. Use whenever Java code or a process step composes or sends an email.

Axon Ivy Mail

Axon Ivy provides a basic mail facility — a Mail POJO holding sender / recipient / subject / body / attachments, and a process activity that hands it to the configured SMTP server. The mail itself is plumbing; the work is in structuring how mail templates, sender lookup, and parameter substitution happen consistently across a project.

This skill describes the builder-per-mail-type pattern that scales to dozens of email kinds without copy-paste.

When to Use

• Adding a new outgoing email type
• Modifying an existing mail's subject, body, or attachments
• Wiring sender / recipient resolution
• Reviewing why an email did or didn't go out

When NOT to Use

• For inbound mail processing (POP3 / IMAP) → that's a different Ivy facility, not covered here.
• For SMS / push notifications → different stack.
• For purely transactional acknowledgements (e.g. REST Response bodies) → that's REST, not mail.

File Locations

Type	Location
Mail builder classes (one per mail type)	src/<package>/service/mail/
Abstract base builder	same folder, e.g. AbstractMailBuilder.java
Mail factory / aggregator	same folder, e.g. WasteMailService.java
Subject / body templates	CMS or BusinessParameter table — never inline strings

The builder-per-mail-type pattern

Three tiers:

1. AbstractMailBuilder — handles common boilerplate (sender fallback, sending, attachment lifecycle).
2. One concrete *MailBuilder per mail type — overrides recipient, subject, body, attachments.
3. A factory service — entry point that returns a configured builder.

AbstractMailBuilder

public abstract class AbstractMailBuilder {

  protected abstract String determineRecipient();
  protected abstract String generateMailSubject();
  protected abstract String generateMailContent();
  protected String generateAttachmentPath() { return null; }   // override when needed

  protected String determineSender() {
    // System default; subclasses override for per-mail sender.
    return ServerFactory.getServer()
        .getApplicationConfigurationManager()
        .getSystemProp("EMail.Server.MailAddress")
        .getValue();
  }

  public Mail build() {
    Mail mail = new Mail();
    mail.setSender(determineSender());
    mail.setRecipient(determineRecipient());
    mail.setSubject(generateMailSubject());
    mail.setContent(generateMailContent());
    String attachment = generateAttachmentPath();
    if (attachment != null) {
      mail.setAttachmentPath(attachment);
    }
    return mail;
  }
}

Concrete builder

public class DocumentOfTransportConfirmationEmail extends AbstractMailBuilder {

  private final WasteDisposalActivity activity;

  public DocumentOfTransportConfirmationEmail(WasteDisposalActivity activity) {
    this.activity = activity;
  }

  @Override
  protected String determineSender() {
    BusinessParameter p = businessParameterDAO.findByKey("EMAIL_DISPOSITION_INT_SENDER");
    return p != null ? p.getValue() : super.determineSender();
  }

  @Override
  protected String determineRecipient() {
    return activity.getTransportDocumentsEMail();
  }

  @Override
  protected String generateMailSubject() {
    String template = businessParameterDAO.findByKey("EMAIL_DOT_CONFIRM_SUBJECT").getValue();
    Map<String, String> values = Map.of(
        BusinessParameterPlaceholders.wasteDisposalActivityNumber.toString(),
        activity.getNumber());
    return StringUtilities.replaceAll(template, values);
  }

  @Override
  protected String generateMailContent() { /* same idea as subject */ }

  @Override
  protected String generateAttachmentPath() {
    return exportService.exportTransportConfirmationPdf(activity);
  }
}

Factory service

public class WasteMailService {
  public static AbstractMailBuilder forDocumentOfTransportConfirmation(WasteDisposalActivity a) {
    return new DocumentOfTransportConfirmationEmail(a);
  }
  // … one per mail type
}

Caller — Java side only builds the Mail POJO and hands it to the process:

Mail mail = WasteMailService.forDocumentOfTransportConfirmation(activity).build();
// 'mail' is now part of process data; the process handles the actual SMTP send.

Process side — the EMail activity sends the mail

Axon Ivy does not expose an Ivy.mail().send(...) Java API. The actual SMTP send happens in a process via the EMail activity ("type": "EMail" in .p.json). Java code's job is to build the Mail POJO; the process reads its fields and dispatches.

A typical .p.json EMail element:

{
  "type" : "EMail",
  "name" : "send email",
  "config" : {
    "headers" : {
      "emailSubject" : "<%=in.mail.subject%>",
      "emailFrom"    : "<%=in.mail.sender%>",
      "emailTo"      : "<%=in.mail.recipient%>"
    },
    "message" : "<%=in.mail.content%>"
  },
  "boundaries" : [ {
    "type" : "ErrorBoundaryEvent",
    "config" : {
      "errorCode" : "ivy:error:email"
    }
  } ]
}

The IvyScript bindings (<%=in.mail.subject%> etc.) read fields off the Mail object held in process data. Attachments map similarly — set the path on the Mail POJO and reference <%=in.mail.attachmentPath%> in the activity config.

A typical end-to-end shape:

1. Java step in the process calls WasteMailService.for…().build() and stores the Mail POJO in out.mail.
2. EMail activity reads in.mail.* and sends.
3. ErrorBoundaryEvent on the EMail activity catches ivy:error:email if SMTP fails.

Critical Rules

1. One class per mail type

Do not pass MailType enums through a switch. Each mail type gets its own builder class. Reasons:

• Diffs are localised — changing one mail does not risk regressing another.
• Subject / recipient / attachment logic varies enough that branching gets unmanageable past 3-4 types.
• Easier to test: instantiate the builder, call build(), assert the resulting Mail.

2. Sender comes from configuration, not code

Three acceptable sources, in order of preference:

1. BusinessParameter / DB-stored config — overridable per environment without redeploy.
2. Ivy global variable (Ivy.var().get("mail.sender")) — overridable per engine via variables.yaml.
3. System property (ServerFactory…getSystemProp("EMail.Server.MailAddress")) — global default, only as fallback.

Hard-coded sender addresses are a FAIL — every project I've seen with hard-coded senders ends up with prod sending from [e-mail].

3. Subjects and bodies come from templates, not concatenated strings

Two acceptable template stores:

• CMS — for projects that already use CMS for i18n. Ivy.cms().co("/Mail/Reminder/subject", List.of(deviceName)).
• BusinessParameter — for projects that prefer DB-stored config (templates can be edited by admins without a deploy).

Never:

String subject = "Reminder for device " + device.getName() + " expires on " + date;

Always:

String template = paramDAO.findByKey("EMAIL_REMINDER_SUBJECT").getValue();
String subject = StringUtilities.replaceAll(template, Map.of(
    "deviceName", device.getName(),
    "expiryDate", formatDate(date)));

Reason: templates change per language / per customer; concatenated strings cannot.

4. Attachments are file paths, not byte arrays

Mail.setAttachmentPath(String) takes a filesystem path. Generate the file (PDF, Excel, …) into a temp location, set the path, send, then delete. Two pitfalls:

• Don't use a path inside the IAR — engine can't always read its own packaged resources at that location.
• Do clean up the temp file after Ivy.mail().send(...) returns. Ivy does not delete it for you.

5. Build inside a system-context block when triggered by a job

Scheduled jobs (Quartz / cron triggers) run without an Ivy session, which means Ivy.session().getSessionUserName() is null and CMS lookups may fail. Wrap the builder call in ISecurityManager.instance().executeAsSystem(...) so the Mail POJO can resolve sender / template / recipient under a system context:

Mail mail = ISecurityManager.instance().executeAsSystem(
    () -> WasteMailService.forCriticalAmounts().build());
// then put 'mail' on process data; the process EMail activity sends it.

The actual SMTP send happens in the process step — that step inherits the process's security context, so it does not need a separate executeAsSystem. User-triggered mail (REST endpoint, dialog) doesn't need this wrapping at all.

6. Validate recipient before handing the Mail to the process

A null or blank recipient lets the build step succeed but trips the EMail activity at runtime, which surfaces as an ivy:error:email boundary. Catching it later costs noise — validate at build time:

String recipient = determineRecipient();
if (recipient == null || recipient.isBlank()) {
  Ivy.log().warn("Skipping mail of type {0} — no recipient configured for entity {1}",
      getClass().getSimpleName(), entityId);
  return;   // skip silently, do not throw
}

Whether to throw or skip on missing recipient is a project policy — pick one and apply it uniformly.

7. Failure semantics are handled at the process boundary

SMTP failure surfaces as an ivy:error:email BpmError on the EMail activity. The boundary event decides what to do — there is no Java-level catch (MessagingException …) in the call path. Two common patterns:

• Best-effort (newsletter, reminder): boundary event logs and routes to the success branch — flow continues.
• Critical (legal notice, transactional confirmation): boundary event routes to a retry sub-process or escalates via a task to a fallback owner.

If your code needs to react in Java to a send failure, listen for the ivy:error:email BpmError in the process and pass control back to a Java step — see axon-ivy-error-handling for the catch-and-translate pattern.

Common Pitfalls

• Calling Ivy.mail().send(...) from Java — that API does not exist. Java builds the Mail POJO; the EMail activity in a process performs the actual SMTP send.
• Subject with newlines — most SMTP servers reject Subject: foo\nbar. Strip control chars from any user-supplied substitution before injecting it into a subject template.
• HTML body without Content-Type: text/html — Mail goes out, recipient sees the raw HTML. The Mail POJO needs a content-type field set; the EMail activity respects it. Check the Mail class your project uses for the exact setter name.
• Mail for an entity loaded inside a closed EntityManager — accessing a lazy field at template-render time throws LazyInitializationException. Either eager-fetch in the DAO call or build the substitution map before the EM closes.
• EMail activity boundaries omitted — without an ErrorBoundaryEvent for ivy:error:email, an SMTP failure ends up in the engine's failed-tasks list. Always wire a boundary, even if it just logs and routes to "done".

Use Together With

• axon-ivy-error-handling — for the mail:sendFailed BpmError path
• axon-ivy-cms — when subject / body templates live in CMS