Respond to Approval Activities from Email

Approval or Rejection from Email

When the Approval Activity in the workflow is executed it is received in the recipients' email Inbox.

You can respond to the assigned action using one of the following methods:

• Without using AVEVA Work Tasks Add-in for Microsoft Office Outlook

• Using AVEVA Work Tasks Add-in for Microsoft Office Outlook

Without using AVEVA Work Tasks Add-in for Microsoft Office Outlook:

There are two ways to act on the task:

• Acting on the task by Email

• Acting on the task through web-based

To act on the task by Email

In the body of the email carry out the following steps:

1. Click Reply to reply to the email.

2. Type in your comments in the square brackets provided for User Input against the Comments field.

3. Type in your choice of response within the square brackets provided against the Action field. If you choose to approve the request, type "Approve" here. If you do not wish to approve, type "Reject".

4. After specifying you response in the email, click Send to send it.

To act on the task through web-based

Pre-requisites:

• To access the Work items, you must be connected to the application server through LAN or WAN or Internet. If you are not connected to the application server, then the Work items list will not be accessible.

• Configure repository database to view work items from email before clicking View Work Item and act on it, or else the user will not be able to access the Work items list page.

Steps:

5. Click the View Work Item and act on it link. The Work items list page is displayed.

6. Click the work item and then act on that task.

To use AVEVA Work Tasks Add-in for Microsoft Office Outlook

Steps:

7. Right-click the Approval email in the Microsoft Office Outlook Inbox to display the menu. Alternatively, you can right-click the preview pane showing the email to view the menu.

8. Go to the AVEVA Work Tasks option in either of the menus and select "Approve" if you wish to approve. Select "Reject" if you wish to reject the request. This will submit the response immediately.

Document View:

When you click the Document View link, the document view with execution details is displayed.

Current Execution Status:

An actor will be able to access the Process Execution View and work items from an Email which is sent to the actor by the respective human activity.

Pre-requisites:

• To access the Process Execution View, the user has to be connected to the application server via LAN or WAN or Internet. In case, the user is not connected to the application server, then the Process Execution View will not be accessible.

• Configure the repository database for viewing the Process Execution View window before clicking Current Execution Status or else the user will not be able to access the Process Execution View window.

When you click the Current Execution Status link, the Process Execution View of the Analysts View is displayed.