HP 3000 Manuals HP 3000 Manuals
Routing a Message If you have HP DeskManagerPLUS installed on your system you can send routed messages. Usually, when you send a message to a list of people, everyone receives the message at the same time. Using the ROUTE command you can send a message to a list of people in sequence. For example, you can use the ROUTE command when you need to have a travel requisition authorized by several managers before you can make a reservation. In this case, you would use the ROUTE command to enable you to create a routed message which is sent to your managers in the relevant sequence. The routed message is sent from one person to the next in the order in which you create the Route List. The first name on the Route List is the first person to receive the message. The second person on the Route List receives the message after the first person has authorized it. Messages are authorized using the APPROVE command. If a person on the Route List decides to refuse your request, they do so by using the REJECT command. A rejected message will be returned to your In Tray with a minus symbol (-) next to the item number. The people on the Route List can also add comments as the routed message progresses. You can track the progress of a routed message by keeping a copy of the original in your Pending Tray. You use the ACK KEEP command before mailing the message. Alternatively, you can add your name to the end of the Route List, making your In Tray the final destination for the routed message. And you can make it secure using the PRIVATE command. You can also elect someone to acknowledge routed messages in your absence, a StandIn.
NOTE If you route a message to a user on a non-HP DeskManagerPLUS system it will be treated as a normal message. The user is unable to act on a routed message and the route is effectively bolcked. The routed message will finish in their In Tray whether or not they are the last name on the Route List. The originator of the message will be unaware that the route chain has been broken and will have a READ acknowledgement in the Pending Tray for the recipient concerned.
For details on replying to a routed message, see "Replying to Routed Messages" . To route a message: 1. Type ROUTE at the prompt. For example: Intray > ROUTE Return 2. Enter the subject details at the SUBJECT prompt. For example: SUBJECT: TRAVEL REQUEST Return 3. Create the Route List by entering the names (in sequence) of the people that must perform the authorization. End the FOR APPROVAL BY list by typing // or Return on a new line. You are then prompted for the user that the message is destined for--the person in the DELIVER TO category. For example: FOR APPROVAL BY: (1): PROJECT MANAGER / AB1234 (2): SECTION MANAGER / AB1234 (3): FUNCTIONAL MANAGER / AB1234 (4): DIVISION MANAGER / AB1234 (5): // DELIVER TO (5): TRAVEL OFFICE / CD7890 4. You are given the option of adding text. To end the text type // on a new line. For example: TEXT: I have a presentation in Berlin on 6/6/91. I need to be there by the previous evening and would like to stay on for 2 days to meet with potential new clients. // 5. Type MAIL to mail the message to the first person on the Route List. Further Information * To find out if the message has reached its final destination and been APPROVEd by everyone on the Route List, put your name in the DELIVER TO category at the end of the Route List. The fully authorized routed message will be delivered to your In Tray. * If you want to keep a copy of the fully authorized message, even though your name is not in the DELIVER TO category, you should use the ACK KEEP command. Doing this will ensure that the message remains in your Pending Tray. * You can secure the message using the PRIVATE command. * Routed messages are verified by using an HP Desk password. If you do not want people on your Route List to have to use their passwords to verify your routed message, type VERIFY OFF at the Message prompt. * You must have at least one name in the FOR APPROVAL BY list otherwise the message is treated like an ordinary message with no routing. You can only have one name in the DELIVER TO category of the Route List. * You can EDIT a Route List using these commands. For example: ADD will add names at the end of the FOR APPROVAL BY list. ADD 3 will add names after the name number 3 in the FOR APPROVAL BY list. INSERT 2 will add names before name number 2 in the FOR APPROVAL BY list. DELETE 2 will delete name number 2 from the Route List. REPLACE 2 will replace name number 2 with another name that you specify in the Route List. * If you include a user in the Route List who is on a Foreign System, such as telex, they will receive the message but will not be able to either APPROVE or REJECT it. HP Desk passes the message to the next person on the Route List who can APPROVE or REJECT it. So the message still continues along the Route List but effectively misses out the user on the Foreign System. To set up a StandIn: You may want someone to APPROVE or REJECT routed messages in your absence. A StandIn can take responsibility for your routed messages including those marked PRIVATE. A StandIn only takes responsibility for routed message and is not the same as a Designate. 1. Type STANDIN at the Administration Area prompt. For example: Admin > STANDIN Return 2. Enter the StandIn's name. For example: Standin's Name: JOE GRIFFIN Return 3. Enter the date when you want the person to stop taking responsibility for your routed messages. For example: Expiry Date: 6/6/91 Return 4. Type EXIT to return to the Administration Area. For example: STANDIN > EXIT Return 5. To DELETE a StandIn before the expiry date type DELETE at the STANDIN > prompt. For example: Admin > STANDIN Return STANDIN > DELETE Return