Example of Working of Easy Workflow Engine

You can now approve/reject your workflow items simply by replying to notification emails received on assignment of work items. Reply to the email with approve or reject or any keywords specified in Email Runner. The Easy Workflow engine will process these and take appropriate action on the workflow step based on the keyword settings.

Let us take an example of Journal Entry - FB01 –Sample workflow that is defined in the Easy Workflow Cockpit as shown in the following screenshot. The workflow item can be approved/rejected using Email only if the workflow definition has Allow Approve/Reject from Email option enabled . Note that the pairing ID is the same in Easy Workflow Cockpit and Email Runner as the workflow steps is processed only for the paired Easy Workflow Cockpit and Email Runner.

User starts the above mentioned workflow on a file in Easy Workflow. Email notification is received by user on assignment of workflow step. This notification consists of the Email Runner details as highlighted in the screenshot.

Note: This section should not be removed, if the approval or rejection is to be done using Email Runner.

User replies on this email to the address configured in Email Runner. Enter Approve or Reject or any other keywords that are configured in Email Runner.

When the reply is sent, the system checks for the pairing and if pairing is correct, then the email is processed by Email Runner which will read the keyword and take appropriate actions based on the keyword settings in Email Runner.

This completes the current step and the workflow will then be moved to the next step as defined in workflow definition in Easy Workflow Cockpit. Email notification for assignment of next step will be received by the user. Repeat the above steps for approval or rejection of other steps.