Hi ​@d.sarac ,

Just to clarify — are you trying to configure it so that each company sends its own e-Agreements using a unique email sender address (e.g., noreply@companyA.com, noreply@companyB.com)?
Or are you working with one shared agreement that requires multiple signatures from different companies?

Happy to help once I understand your setup.

- Aaron J. | Solutions Architect

Hi ​@ajohnston 

Thanks for your reply,  I am trying to configure it so that each company sends its own e-Agreements using a unique email sender address. 

Hi ​@d.sarac ,

Thanks for clarifying!

Yes, what you're aiming to do—assigning a unique email sender per company for e-Agreements—is definitely possible but requires a bit of configuration via IFS Connect and Mail Senders. Please note, that depending on your IFS Environment or available items, some of the items may look or be different.

Goal

You want something like:

• Company A → uses MAIL_SENDER_1 (e.g., contracts@companya.com)

• Company B → uses MAIL_SENDER_2 (e.g., agreements@companyb.com)

Solution Overview

You’ll need to:

1. Create separate Mail Sender configurations in IFS Connect.

2. Assign the right Mail Sender per company either through:

   • Context-based routing rules (advanced), or

   • Manual assignment per template/interface.

How to Add a New Mail Sender in IFS Cloud

From: Solution Manager > Integration > IFS Connect > Senders

1. Click the icon (top-left above existing sender list)

2. Fill out according to your needs:

3. Save the configuration.

Helpful Documentation References

These may vary depending on your licensing and setup:

• 13.28.1.2 Configure Communication Email Channel
• 13.7.3.8 Send Document by E-Mail
• Aurena Agent in Document Management
• IFS Cloud Documentation

If you don’t have access to Document Management, CRM/SRM Panel, or Aurena Agent, I recommend reaching out to your IFS Admin or Account Manager to explore available options or licenses.
 

Best regards,

Aaron J. 

Bonus-Here are a few more screenshots for reference within IFS Documentation:

Hi ​@ajohnston , 

Firstly, Thank for your reply. 

We have 3 umbrella companies(we have 180 compaines). I am trying to understand this. There is no company matching in your statement. How does the system understand which company's email address to use?  

Have a nice week.

Hi ​@d.sarac,

Thanks for your question! Based on IFS Cloud best practices and typical configurations, here’s how you can set up mail routing for multiple umbrella companies—especially when each requires its own contracts email address.

The system determines which Mail Sender to use through Routing Rules and message metadata (such as CompanyId). Below is a sample walkthrough using three companies as an example.

Please note that your setup might differ depending on access rights or how your IFS Cloud environment is configured. Additionally, if any CRIMs are established related to these components, they could influence the final behavior.

If something isn’t connecting properly or not testing as expected, I’d recommend reaching out to your IFS Technical Support team for deeper troubleshooting.

Hope this helps!
Aaron

Examples

📧 Step 1: Create Mail Senders for Contracts per Company

Go to:
Solution Manager > Integration > IFS Connect > Setup IFS Connect > Senders

Click Add New Sender and configure the following for each company:

Company A – Contracts

Company B – Contracts

Company C – Contracts

📬 Step 2: Create Routing Addresses (One per Company)

Navigate to:

Solution Manager > Integration > IFS Connect > Routing > Addresses > New

For Each Company, Fill Out the Following

Step 1 – Select Routing Address Type

Click Next.

Step 2 – Format Routing Address

Click Next.

Step 3 – Transformers

Leave these blank unless your message requires transformation (e.g., XML to JSON, etc.).
Typically for mail, no transformer is needed.

Click Next.

Step 4 – Mail Address Data

Note: If you set Override Mail Sender = TRUE in the Mail Sender config, the “Send To” email in this form will not appear in the "From" address — it only controls the actual destination address.

Click Finish.

🧠 Pro Tips:

• You can dynamically set To/Cc/Subject via Message Payload if your integration triggers these from a process or event action.
• If you want routing based on more dynamic criteria (e.g., based on Company ID), this will be handled in Routing Rules (Step 3).

🔀 Step 3: Create Routing Rules (Conditional by Company)

Navigate to:

Solution Manager > Integration > IFS Connect > Routing > Rules > New

🧭 Step-by-Step Configuration (For Each Company)

Step 1 – Select Routing Rule Type

• Choose Outbound
• Click Next

Step 2 – Configure Rule Details

Here’s how to fill in the form for each company:

Company A – Contracts

🧠 Tip: If using dynamic routing, the Route From might be tied to message metadata (e.g., Company ID or event source).

Click Finish.

Company B – Contracts

Company C – Contracts

🧩 Optional: Advanced Customization

If you need more precise control based on Company ID or Business Logic:

• Use custom attributes or event actions to inject metadata into the message
• Then route using message functions or logical conditions (may require additional config outside UI)

✨ (Optional) Create Event Actions to Trigger Mail Routing (Contracts per Company)

Navigate to:

Solution Manager > Automation and Optimization > Events > Custom Event

This walkthrough assumes you're sending emails when a contract record is created or approved, and routing based on Company ID.

Step 1: Set Event ID and Description

Click Next

Step 2: Add Object Details

Click Next

Step 3: Select Attributes

Add attributes like:

• CompanyId
• ContractStatus
• CustomerName
• CustomerEmail

These will be used in your message body or for conditional logic.

Click Next

Step 4: Add Custom Attributes (Optional)

Create additional variables if needed (e.g., formatting or combining fields for a more customized email).

Click Finish

Now Link This Event to an E-Mail Action

After saving your custom event, go to:

Solution Manager > Event Management > Event Actions > New

Email Action for Company A

🧠 Optional Filter Condition:

If you're using the same event across all companies and need to filter within the action:

sql

CopyEdit

CompanyId = 'COMPANY_A'

Or:

sql

CopyEdit

CompanyId = 'COMPANY_A' AND ContractStatus = 'APPROVED'

Repeat This Setup for:

• Company B: EMAIL_CONTRACTS_COB, filtered by CompanyId = 'COMPANY_B'
• Company C: EMAIL_CONTRACTS_COC, filtered by CompanyId = 'COMPANY_C'

Final Validation Checklist

• Custom event triggers on create/change
• Email sends from the correct Mail Sender per company
• Routing works correctly in Connectivity > Search Connectivity Outbox Messages (may be inbox messages depending on your setup).
• Subject and message body render with dynamic values

Hi ​@ajohnston  again,  

  Thanks your reply. But I can't select my sender that steps. Am I miss something for properties?

Have a nice day.

Hi ​@d.sarac, my apologies, that was my mistake. I mixed up the location for the new Mail Sender. You’re gonna put that in final step under Mail Address Data > Sender Instance. For this one it’ll be Mail for all of them. 
 

When setting up a Routing Address for emails, you should select:

Then later…

During Step 4 of the Routing Address setup, under Mail Address Data, you will choose the specific Mail Sender instance like:

• MAIL_SENDER_CONTRACTS_COA

• MAIL_SENDER_CONTRACTS_COB

• MAIL_SENDER_CONTRACTS_COC

This is the point where you attach the actual sender config to that mail-type routing address.

🧠 Summary:

Hi ​@ajohnston again,

Sorry i bother you again but i have problem at step 3. I can’t select my routing address. I have done step 2. 

Have a nice day. 

Hi ​@d.sarac ,

Thank you for the follow up and I realized that that I need to correct a key detail from my previous message regarding the Routing Rule setup.

In my earlier instructions, I mistakenly described the Route From field as referencing the Routing Address. That’s not correct — and I truly appreciate your patience. In IFS Cloud, the Route From field should be set to APPLICATION_MESSAGE, which tells the system to process messages originating from events or actions within IFS.

I’ve outlined the correct configuration steps below, along with how to set the destination address for each company-specific mail route. I’ve also attached visual references to help walk through it.
 

Corrected Routing Rule Setup – Company A Example

Set Destination Address

After creating the rule:

1. Open the Routing Rule details.

2. Under Destination Addresses, click Set Destination Address.

3. Use the filter:

   • Transport Connector → Mail

4. Select the Routing Address:

   • ROUTE_CONTRACTS_COA → contracts@companyA.com

5. Click Apply to confirm.

This ensures the message is routed using the correct Mail Sender configured for Company A.

🧠 Additional Notes:

• Repeat this setup for each company (COB, COC, etc.) using the same logic.

• The routing will only work if the APPLICATION_MESSAGE originates from an Event Action or similar trigger tied to a transaction or business process.

Reference Links:

IFS Documentation on Routing Rules and Addresses

IFS Documentation on Message Routing

IFS Documentation on Manage Event Actions

Just a note: Routing rules determine where messages go once generated—they don’t trigger the message itself. That typically happens through an Event Action or a business process.

Thanks again for your patience on this. Hope this helps clear things up.

Best Regards,

- Aaron