Workflow Processing by Email

This feature allows users to take action (such as approval or rejection of a request) by email, without requiring them to login to the platform user interface.

Prerequisite

• The Workflow Processing by Email option is enabled in the Company Information settings.

To Do Workflow Processing by Email

1. Add a Workflow and select a decision-maker for each of the States.

2. Mark the "Send Email" checkbox for decision makers.

When this workflow is activated, the decision maker of each State will receive an email from "Company Name Workflow". This email message will contain important details related to the workflow.

To process the workflow:

3. Reply to the email message:

• Include the desired Action in the first line of the email body.
• The second line can include any comments related to this action. Additional comments are ignored.

When the email reply is received, the record takes the action specified in the message.

Error Conditions

Invalid Action

If an invalid action is entered (or mistyped), the decision-maker will receive an email with the subject Invalid Action. Please enter valid action to process Workflow. The content of the email message will list the valid actions. To correct this action, Reply to the email message and select a valid action to update the workflow and move the record to the next state.

Lack of Workflow Owner in Next State

While processing the workflow, the platform also checks for the owner(s) of the next state of the workflow.

If the next state owner(s) are missing then user will get an email with subject Next State Workflow Owner(s) not Available. Please update the Workflow.

In this scenario, the workflow designer should edit the workflow to add owner(s) to the workflow before proceeding. After doing this they can reply to this email with proper action to move the workflow to the next state.