Extended Workflow lets you extend the use of workflow to out-of-office IQ users and to non-IQ users. This is particularly useful when dealing with staffers in other IQ offices or people in agencies or organizations that are involved with a workflow issue.
If your system is configured to use Extended Workflow, you can send and receive e-mail correspondence through the Workflow module. This works in conjunction with the outgoing E-Mail method. The following scenarios are available through Extended Workflow:
An IQ account with Extended Workflow turned On communicating with another IQ account with Extended Workflow turned On: In this scenario, an IQ office can forward an e-mail message to another IQ office and have it automatically create a new workflow or update an existing one. Provided the outgoing e-mail is sent from the workflow record, it will contain an IMA Transaction ID (such as Intranet Quorum IMA00100150). This message will also contain an attached file called IQFORMATFILE.TXT, which contains the tags for the formatted message. When the message arrives on the receiving system, IQ matches the IMA Transaction ID in the message to an existing workflow record in the database and updates that workflow. If IQ does not find a match, it creates a new workflow.
An IQ account with Extended Workflow turned On communicating with another system that is not using Extended Workflow (either because Extended Workflow is turned Off or because the office does not have IQ): The IQ office that has Extended Workflow turned On is able to both send e-mail from and receive e-mail into workflow records. Provided the outgoing e-mail is sent from the workflow record, it will contain an IMA Transaction ID (such as Intranet Quorum IMA00100150) and the IQFORMATFILE.TXT file, which contains the tags for the formatted message. When the message is received and processed, the receiving system can then Reply To (in the original e-mail message) the IQ office with information regarding the workflow issue. This Reply message is routed back to the IQ office and attached to the workflow record from which it originated.
You can configure Extended Workflow to automatically forward an incoming IMA Workflow message to another IQ user or to a non-IQ user. To do this, simply set up a workflow template auto rule as follows. Set the Detail FIELD to look for the words Created by IMA in the Workflow Comments field to find incoming workflow messages. Set the auto rule Action SEND_MAIL to enter the e-mail address(es) in the message's To field. The message recipient can respond to the originator of the message as well as to the IQ system without having to log on to IQ.
Quorum automatically queues workflows created through Extended Workflow to the workflow manager(s) as identified in the template used to create the workflow. You can override this by identifying other users or groups for this purpose in the template.
You can also configure Extended Workflow to automatically close a workflow based on a keyword found in an incoming Extended Workflow message.