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.

Setting Up Workflow Processing by Email

To do workflow processing by email:

1. Add a Workflow.

2. Specify a decision-maker for each State.

3. Mark the "Send Email" checkbox for each decision maker.

When the workflow is activated, the decision maker in each State receives an email from "Company Name Workflow". The message contains important details related to the workflow.

To process the workflow:

4. 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.
• The third line can contain the user ID or the user's full name.
  (This line is only processed if User Choice is specified as the the decision-maker for the next state. (The decision maker in the current state specifies who the decision-maker will be in the next state.)
• 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.