Send Mail 

Purpose

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

The Send mail function enables you to send mails to any recipients with a text which can be entered freely. 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 Flow

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.

    2. If you are already in the work item display, choose Work item ® Send mail.

  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 which has been sent superfluous, the recipient of the mail receives a second mail informing him/her 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 Goto ® Object to display the default attribute or execute the default method (generally Display) for the processed object.

    3. 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 Document ® Reply or Document ® Reply w/reference when the mail is displayed. Then enter your reply and save your entries.
  4. Choose Document ® Send. 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.