Submit an Email for an External Request Scenario that Creates an Excel-initiated Request

Once an external request scenario that creates an Excel-initiated request has been configured, a user sends an email with an Excel file attached to add a request for the template using the data in the Excel file; any erroneous data in the file should be corrected before sending the email.

NOTE: The email must pass all validations. Refer to Set up Email Validations for more information.

The Excel file provides data for the first Data Entry role in the workflow.

To submit an email:

  1. Send the email from the address configured for the scenario.

    NOTE: Refer to Add Email Addresses for a Scenario for more information.

  2. Enter the email address configured as the external date email account in the To field.

    NOTE: Refer to Set up External Data Email Accounts for more information.

  3. Enter the alias for the scenario in the Subject field.

    NOTE: The subject line of the email submitted for an external request scenario must contain this alias. Refer to Create an External Request  Scenario that Creates Excel-initiated Requests for more information.

  4. Leave the email body blank.

  5. Attach the spreadsheet that contains the data.

  6. Send the email.

If there are errors processing the scenario, the sender will receive a message from the external data email account. Refer to Set up Email Validations for more information. Correct the errors and resubmit the email.

Once the email has been submitted successfully, the Data Entry role with the lowest priority receives a workflow message that the role is ready (if the user(s) for that role have the SENDWORKFLOW check box enabled on the Users page).

NOTE: If the Finish First Role check box is enabled for the external request scenario, the Data Entry role with the lowest priority is finished once the data from the Excel file has passed validations and been written to the Data Entry table. In this case, the request moves to the next role in the workflow, either the next Data role or a Review role, and a user assigned to this next role receives a workflow message that the role is ready.  Refer to Create an External Request Scenario for an Excel-initiated Request for more information.

The newly created request displays on the Requests page. In the DESCRIPTION field, the description included with the scenario displays and the first data entry role has data from the Excel file submitted for the scenario.