Messages

There is functionality in Workbench to allow a user to send a Purchase Order related message to another user. This pops up in the same way the Purchase Order Approval Alert pops up on the assigned users screen. The difference with messaging is that the Purchase Order can be assigned to any Workbench User regardless of Approval Limit.

This can be useful whereby you may have a number of users contributing information to the one document for example a scenario may be as follows :

1. An Admin Assistant creates a Purchase Order on behalf of a Project Manager, upon completion they message the Project Manager to let them know the Purchase Order is ready to be checked.
2. The Project Manager checks the Purchase Order but it exceeds his Approval Limit so he then either messages or assigns the Purchase Order for approval by the Appropriate person.
3. The Purchase Order is marked as Approved by the delegated Approver.

This entire electronic paper trail is recorded by Workbench and can be useful when trying to retrace the history of a document.

To create a new message click the button marked 'Message'

The screen shows the following information:

From
The person who is sending this particular message

To
The person this particular message is being sent to

Status
The current status of this message

Message
Any text entered by the user which you want to be seen by the person receiving the message.

Created
The date this message was created.

The screen also shows the details of the document to which this message relates. These details are located in the top right hand corner of the screen.

Once the message has been completed then press the button marked "Send" you will then be returned to the Purchase Order screen.

The text of the "Message" will now be displayed as red to indicate that there is a message in the system relating to this document.