Sending Mails

Use

You want to send a mail to another user in connection with a work item that requires processing. The work item is therefore also to be made accessible to this user for information purposes.

Send Mail allows you to send mails to any recipients with a text of your choice. These mails are automatically linked to your work item in such a way that when the mail is executed by the recipient the work item is displayed.

Process

Procedure as sender of mail

  1. In the Business Workplace's workflow inbox, position the cursor on a work item and choose Other Functions -> Send Mail.

    If you are already in the work item display, choose Start of the navigation pathWork Item Next navigation step Send MailEnd of the navigation path.

  2. Enter the text of the mail.

  3. Send the mail to any recipients who are available as mail addressees

    The mail text is added to the work item as an attachment. The work item remains in your Business Workplace with the same status.

You can still complete the work item despite the fact that you have sent a mail. Since this makes the mail that was sent superfluous, the recipient of the mail receives a second mail informing them that the (first) mail no longer needs to be dealt with.

Reply ends resubmission

Optional: If you do not want to process the work item until the mail has been replied to, define a resubmission for the work item. To do this, position the cursor on the entry, choose Resubmit and enter a date in the future.

The work item is resubmitted irrespective of this date and appears in your workflow inbox when the reply to the mail is received.

Procedure as recipient of a mail

You receive a mail that can be executed.

  1. Read the mail.

  2. Execute the mail, if applicable. The work item referred to by the sender in their mail is displayed. For further information on the object to be processed, choose Start of the navigation pathGoto Next navigation step ObjectEnd of the navigation path to display the default attribute or execute the default method (generally Display) for the processed object.

    You can execute this work item if you are one of the possible agents of this task.

  3. Reply to the mail. To do this, choose Start of the navigation pathDocument Next navigation step ReplyEnd of the navigation path or Start of the navigation pathDocument Next navigation step Reply w/ReferenceEnd of the navigation path when the mail is displayed. Then enter your reply and save your entries.

  4. Choose Start of the navigation pathDocument Next navigation step SendEnd of the navigation path. On the send screen, the work item to which the mail referred is entered as the "recipient". Do not change this entry. Send the reply to the proposed recipient.

Result

The reply sent ends a resubmission which may have been defined for the recipient work item. This work item is appended as an (additional) attachment and can be read as such by the original user and taken into account.