Start an extended submission process

You can start a new extended submission process from an email or the Cases & Documents folder in Outlook, or from WorkZone Client. For more information, see Start a new process.


Start submission process

  1. Open, for example, a case from the Cases & Documents pane in Outlook.
  2. Click Process on the ribbon.

    3. Note: If you are starting the process from your Outlook inbox and the email has been saved on multiple cases, then a list of these cases is displayed. Select a case.

  3. Click Submission (Extended).
  4. The Start Submission (Extended) dialog box opens. The case title is inserted automatically into the Title field.

  5. Optionally, select a deadline.

    6. If the extended submission process is part of a phase process, the deadline of the current phase with a deadline is suggested. If the current phase does not have a deadline, then the following phase deadline is suggested, an so on.

  6. In the Priority field, you can set the priority to, for example, High, Normal, or Low. Normal is the default value.
  7. In the Description field, type description of the submission process.
  8. Select documents for approval. Click in the Documents for approval field and select one or more documents from the list, for example, a case document and a saved email.
  9. Select supplementary documents for submission. Click in the Supplementary documents for approval field and select one or more documents from the list.

    10. The Supplementary documents for approval field may include approved documents from the latest closed extended distribution process on the same case. If this is the case, you will see a message that tells you from which extended distribution process, the documents have been imported.

  10. Select one or more approvers in one of the following ways.
    • Click in the Approvers field and select from the list of contacts. The contact can be either an employee or an organizational unit.
    • Select an actor sequence - see Work with actor sequences.
  11. Optionally, fill in the fields on the Advanced tab.
    • If you want someone other than yourself (the process owner) to close the process, select a closing actor. Select an employee or an organizational unit from the list of contacts.
    • Select the state your process should start in. In the Entry case state field, select a state from the list, for example, New.
    • Select the state your process should end in. In the Exit case state field, select a state from the list, for example, Clarified.
    • Select or deselect the following options (all are selected by default).
    • Select an actor in the Closing responsible field, if you want another user to close the process when all actors have responded. If you do not fill in this field, you will as the process owner be responsible for closing the process.
    • Select the Save process history on case check box to save the process history on the case in WorkZone Client.
    • Select Notify approving actors on rejected check box to notify the approvers if the submission is rejected. Only actors who have already responded to the process will be notified.
    • Select Notify actors when approved check box to notify the submission approvers when the submission is approved by all. Only actors who have already responded to the process will be notified.

  12. Optionally on the Notifications tab, select employees that you want to notify when specific actions are performed. Select which actions you want to notify about and who you want to send notification emails to.

    13. The employees that you select here are typically not actors in the submission process. They are employees that you want to inform about the actions in the submission process. Actors receive notifications automatically. See About notifications.

  13. Click Start.
  14. Click OK.

    15. The process is started and is now visible in the Processes overview - see About the Processes Overview.