alongside Workflow Email Management on the sub-menu on the left. Additional options will be displayed.This facility allows a designated user to delete an email that has been stored in the My Work Mailbox but cannot be further processed by the system because the system has a read problem with that specific email, i.e. an email with an attachment has been received in the Mailbox, but the system has not automatically created a service request on My Work.
Once this has occurred, a Mailbox Alert email will be sent to the designated support persons for further action.
Example of email:
MAILBOX ALERT
Please note that an exception occurred in process MailBoxes function while retrieving email content.
The error has been logged. Please check the Technical log for more detail.
The email in question is Fund[0012345] subtype[EXITS] email [skipper@domain.co.net] date sent[2010-09-03 13:01:000] subject[Exit for employee]
Error reading mail item
This email contains all of the details in the original email.
The designated user must decide whether to mark the email for deletion or to rather request the Client to resend the email.
If the email is marked for deletion and saved, then these emails will be deleted when the polar program accesses the Mailbox
To mark the email for deletion, click alongside Workflow Email Management on the sub-menu on the left. Additional options will be displayed.
To specify the details of an email to be marked for deletion, click New below Workflow Email Management. The following screen will be displayed.
Select a Scheme Code from the drop-down list.
The Email Management screen will be displayed in order for details of the email to be captured so that it can be recreated.
Note:
These details should be sourced from the contents of the Mailbox Alert email using the MS Word “cut and paste” facility.
Capture data as follows:
|
Scheme |
The Scheme Code already selected will be displayed. Select a new Code from the drop-down list if necessary. |
|
Process |
The name of the particular process to which the email applies (including the relevant Mailbox address).
Select a Process from the drop-down list. |
|
From Address |
The email address of the Client who sent the original email. |
|
Email Subject |
The email Subject that appeared on the original email. |
|
Date Sent |
The date on which the original email was sent by the Client.
Note: Capture both the date and time in the format specified in the Mailbox Alert email. e.g. 2010-09-03 13:01:000 |
|
Comment |
The text that appears in the body of the email. |
Once the necessary data has been captured, click SAVE. The system will request that you confirm that the email can be ignored in the Mailbox. (This will mean that the email is marked for deletion).
Click 
to confirm that the email should be ignored.
To view a report of all emails marked for deletion or marked for deletion and already deleted by the polar program, click View below Workflow Email Management. The following screen will be displayed.
Tab to the right
The following columns are displayed:
- Scheme
- Sub Type
- Mailbox
- Account
- From Email Address
- Email Subject
- Sent Time
- User ID
- Status (a Status of DONE indicates the email has been deleted by the polar program).
- Date Created
- User Comment
The following fields are available as search criteria:
- Scheme
- Sub Type
- Sent Time
- From Email Address