Ask the sender
Emails the sender about anything missing or unclear, and waits for the answer.
Where it goes: after the Check step. Use one on each path through the workflow (each side of a choice can have its own).
What it asks about
The step sends one email covering:
- every failed check set to Ask the sender;
- missing documents, when Read the documents is set to ask;
- a numbered list to choose from, when a Look up in MCS step with Let the AI choose was not sure which record the sender meant.
If there is nothing to ask, the step is skipped.
The email goes from your mailbox's address, as a reply in the same conversation ("Re: subject [RS-reference]"), to the original sender only. When the sender answers, the work item carries on from the first Read the documents, Read the email or Check step before the question, using the new information.
Settings
| Setting | What it is |
|---|---|
| What to ask about | The wording for each field's question, in each language, up to 300 characters. Without it, the field library's question is used, or else the field's name |
| When this step acts | Act straight away. Ask a person first. Prepare it, a person sends it. See when this step acts |
The sender is asked at most twice. Asking the same question again goes to a person.
:::note Coming later The editor also shows Remind after, Give up after, Most times to ask and List the choices in the email. These have no effect yet: there are no reminders or give-up timers, and choices are always listed. Until reminders arrive, look at the Waiting on others view in the inbox for work items waiting on senders. :::
Rules it always follows
- It sends only to the original sender, never to people copied in.
- It never sends to a sender whose email failed authentication.
- It never asks the same question twice.
What can happen
| What happened | What happens next |
|---|---|
| Nothing to ask | Skipped |
| Sent | Waits for the sender |
| The sender answered | Carries on from the reading or checking step before |
| Waiting for a person to approve the email | Shows Approve and send email on the work item |
| The same question again, too many rounds, or the sender cannot be written to | Goes to a person |
Use it for
- Supplier invoices: ask for a missing value, such as the PO number.
- Requests about hired equipment: ask which of several machines they mean.
- Any request: ask for a missing detail, such as a site contact number.