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Sending a Message for a Workflow Step

A workflow step that allows an email message to be sent directly from the step is a communication, or messaging step. The email message can be sent to any person listed in the Address Book. After the message is sent, the step must be completed in Novatus.

  There are two other types of workflow steps: (1) Action step, which the step owner completes by clicking  after they have accomplished the action or task named in the step, and (2) Approval step, which the step owner completes by clicking  or to approve or decline the step. Once all the steps in a workflow are completed, Novatus moves the workflow from the Active Workflows view to the Completed Workflows view in the Workflows section of the Workflow Profile screen.

A communication step can be completed from three locations: Active Workflow Items Portlet, Workflow Profile (Workflows) screen, and Email Message from Novatus.

Active Workflow Items Portlet

From the Active Workflow Items portlet in your Dashboard:

1.  Click the My Steps or My Workflow Steps tab, and locate the communication step.

2.  (Optional) Review additional information for the workflow by clicking on the step record to access the Workflow Profile.

3.  Click the step's icon to display the Send Message button and the icon used to complete the step.

4.  Click Send Message.

5.  In the Messaging window, compose a message for the step, and click Send.

  • Use the Address Book to select recipients and those copied on the message.
  • (Optional) Use the formatting options to enhance the text in your message.
  • (Optional) Attach a document to the message for the step.
  • (Optional) Click the step's icon to display the sent message.

6.  When the portlet refreshes, click the step's icon.  

7.  In the Item Complete prompt, enter your notes on completing the step, and click Submit.

WFStepComm.png

Workflow Profile or Workflows Screen

1.  Open the Contract, Company, or Project Profile containing the workflow with the communication step.

2.  In the Contract or Company Profile, click Workflows in the toolbar.

  • In the Project Profile, click the Workflows link.

3.  In the Workflows section of the contract or company Workflow Profile screen, locate the workflow containing the communication step, and click on it to refresh the screen and display all steps in the workflow.

  • In the Project Profile, click on the workflow in the Workflows screen.

4.  Locate the step that needs the message, and click its icon.

5.  Click Send Message.

6.  In the Messaging window, compose a message for the step, and click Send.

  • Use the Address Book to select recipients and those copied on the message.
  • (Optional) Use the formatting options to enhance the text in your message.
  • (Optional) Attach a document to the message for the step.
  • (Optional) Click the step's icon to display the sent message.

7.  When the screen refreshes, click the step's icon.  

8.  In the Item Complete prompt, enter your notes on completing the step, and click Submit.

Other options for a workflow step include reassigning the step by clicking and sending a reminder email to the step owner by clicking when they have not completed the step in a timely manner.

Email Message

  When completing a communication step from an email message, you do not have the option of sending an email message prior to completing the step.  Therefore, if an email message is required for the step, it is recommended that you use the Active Workflow Items portlet or the Workflow Profile/Workflows screens in the Contract, Company, or Project Profile.

In the email message sent from Novatus Workflow:

1.   (Optional) Review additional information before completing the step using the Go To Workflow, Go To Contract, and/or Go To Company links.

2.  Click the Icon Complete2 link.

3.  When the reply email message displays with Complete Workflow Step as the subject, and Completed in the body of the email message, click Send.

  • (Optional) Add notes on completing the step to the body of the email message by positioning your cursor under the word "Completed" and entering your text.  Do not remove the word "Completed" from the message or the email will not be sent successfully, and the step will not be completed.