Receiving distribution response
As a process owner you will receive notification of the progress of the distributions you have started, for example, if a distribution has been approved, rejected, or if the process deadline is reached.
This section describes how to work with distribution responses in the extended WorkZone Process package.
Response from the responsible contact
The contact you selected as responsible contact when starting the distribution process can either accept, reject or forward the task - see Accepted distribution, Rejected distribution, or Forwarded distribution.
Accepted distribution
If the responsible contact has accepted a distribution that you have initiated, you will be able to see this in the Processes Overview . For example, under My active.
Rejected distribution
If the responsible contact has rejected a distribution that you have initiated, you will receive a Distribution rejected smarttask with this response.
You have the following options: Stopping, restarting, or forwarding the rejected distribution process.
Restart the process
Click Restart, and select a new responsible contact. As shown below, the list with contacts becomes available once you click the Restart button.
The distribution task Accept case responsibility is sent to the new responsible contact, and the history is displayed in the Process Log of the task. See Respond as responsible contact.
Stop the process
Click Stop on the Distribution rejected task.
The process will appear as completed on the Closed processes list in the Processes overview. See View a list.
Forward the distribution task
- Select a new responsible contact in the field next to the Forward button as shown below.
- Click Forward.
Forwarded distribution
The responsible contact can forward the distribution task to another contact. This information will appear in the Processes overview.
In the example below the state of Charlotte's task shows that she has forwarded the distribution task to Johan.
Reminder date reached
If the responsible contact has not responded to the distribution task before the reminder date is reached, the task icon in the Processes overview turns yellow
- see
Icons in the Processes Overview. You will, as process owner, receive a smarttask with the title Distribution reminder. The reminder date is by default 24 hours before the response deadline, but your organization can define it differently.
See also Resend a task.
Response from contributors
The contacts you selected as contributors when starting the distribution process, or which have been added by the responsible contact, can either accept, reject, or forward their task.
You can follow their actions in the Processes overview as shown below, or in the Process Log of the Distribution completed smarttask, which you will receive unless you deselected the option Notify when distributed when you started the process.
Reminder date reached
If a contributor has not responded to the distribution before the reminder date is reached, you will receive a notification smarttask with the title Distribution contributor reminder. The reminder date is by default 24 hours before the response deadline, but your organization can define it differently. See also Resend a task.
No contributor responses by deadline
If no contributor has responded to a distribution before the distribution deadline, you will receive a smarttask with the title Distribution contributor deadline reached.
Open the smarttask and click OK. The process will continue until all contributors have responded.
No responses by deadline
If nobody (the responsible contact or contributors) have responded to a distribution by the distribution deadline, you will receive a smarttask with the title Distribution deadline reached.
You can receive one of two smarttasks, depending on whether or not you selected the End distribution when deadline reached check box when you started the distribution. These smarttasks contain different options.
You selected the End distribution when deadline reached check box
When the process deadline has been reached, you will receive a smarttask with the following options (the same as when you receive a Rejected distribution smarttask):
In the Processes overview, the task icon is changed to
and the process icon changes to
- see
Icons in the Processes Overview.
You did not select the End distribution when deadline reached check box
If you did not select the End distribution when deadline reached check box, the process is not closed. The actors may still respond.
Open the Distribution contributor deadline reached smarttask and click OK.
Notification that the distribution has ended
If you, as the process owner, selected the check box Notify when distributed (default) when you started the distribution process, you will (that is, both the process owner and the responsible contact) receive a smarttask with the title Distribution completed when all actors (that is, the responsible contact and all contributors) have responded.
Open the smarttask and click OK.