Question Management Process

/ Workflow Apps / Information Control

Question Management Process 20220624
This workflow manages questions sent to vendors via email. Question emails are sent to the vendor with an automatically numbered ID in the subject line. Upon receipt of the response email, the question email and the response email are linked by the ID in the subject line of the response email.
Worker (#of Swimlane: 2)
  • Inquirer
    • The person making the inquiry.
  • System Administrator
    • The person who manages this application.
Business Flow (Complexity of Workflow: 43)
  • 1 1. Question email input
    • The person asking the question enters the title and description of the question email.
  • 5 2. Send additional email/send reply email
    • The person asking the question enters any additional contact emails or replies to the response emails received.
  • 46 x. Error handling
    • The system administrator handles errors.
  • 25 Add to History
    • The workflow platform adds the body of the sent email to the history.
  • 26 Add to history
    • The workflow platform adds the body of the sent email to the history.
  • 27 Add to history
    • The workflow platform adds the body of the received email to the history.
  • 31 Add to history (file)
    • The workflow platform adds attachments of outgoing emails to the history.
  • 32 Add to history (file)
    • The workflow platform adds attachments of outgoing emails to the history.
  • 33 Add to history (file)
    • The workflow platform adds attachments of outgoing emails to the history.
  • 43 Clear Errors
    • The workflow platform clears the error information.
  • 28 Clear data for next time
    • The workflow platform clears the body and attachments of outgoing emails.
  • 29 Clear data for next time
    • The workflow platform clears the body and attachments of outgoing emails.
  • 30 Clear data for next time
    • The workflow platform clears the body and attachments of outgoing emails.
  • 17 Email Analysis
    • The workflow platform analyzes the subject of received emails.
  • 44 Error count +1
    • Workflow platform increases error count by +1.
  • 49 Set Email Subject
    • The workflow platform sets the email subject for the next outgoing email.
  • 2 Set Subject/Email Subject
Business Process Variables (#of Data Item: 18)
  • 2. Send additional email/send reply email 15
  • Inquirer q_user 10 *
    • The creator of the question email is stored.
    • ${processInstance.initQuserId}
  • Inquiry Date q_date 1 *
    • The creation date of the question email is stored.
    • processInstanceStartDatetime
  • Question Title (email subject) q_title 2 *
    • The title of the question email is stored.
  • Question Details (email body) q_description 3
    • The body of the question email is stored.
  • Question Related Files (email attachments) q_file 4
    • Attachments of question emails are stored.
  • Received Email Subject q_receiveTitle 5
    • The subject of the received reply email is stored.
  • Received Email Date and Time q_receiveDate 6
    • The date and time the response email was received is stored.
  • Received Email Body q_receiveBody 7
    • The body of the received reply email is stored.
  • Received Email File q_receiveFile 8
    • Attachments of received reply emails are stored.
  • Process ID of Received Email q_receiveProcessId 13
    • Stores the ID of the process that processes the received reply email.
  • PID extracted from the subject line of an incoming email q_receivePID 9
    • The PID extracted from the subject of the received reply email is stored.
  • End Flag q_flag 12
    • Contains a flag to indicate whether to terminate the question process.
  • History (text) q_historyBody 11
    • The history of the text of sent question emails and received answer emails is stored.
  • History (file) q_historyFile 14
    • The history of attached files for sent question emails and received answer emails is stored.
  • HTTP Sending Error q_err 16
    • Stores the error details that occurred when sending the received response email data to the question email process.
  • HTTP Sending Error Count q_errCount 17
    • Stores the number of errors that occurred when sending the received response email data to the question email process.
    • 0
  • Error Handling Memo q_errorMemo 0
    • A memo of the response details for errors that occurred when sending the received response email data to the question email process is stored.

Field Name, num, Initial Value

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Notes

  • Set the send/receive address in “Variable Setting”.
  • In “Receiving Address”, specify the process start address of the [Message Start Event (email)] step “Received from support” or the address of the mailing list that contains the process start address.
  • The “Support Contact Address” is the email address you want to send the form to.

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