How Many Emails Does It Take To Screw in a Light Bulb?
When customers enter a request in the FS-WORKS system, their request is checked by the routing and approval system. This system will send a series of emails both to the customer (the requester) and if approval is setup, to an approver.
These emails can be confusing. Here is an explanation.
FS-WORKS and Ariba Email
Departments can setup routing for approval or watching for FS-WORKS requests. Each time a request is submitted matching this setup, an Ariba email will be send emails to both the Customer and the Approver.
- The Customer enters a request in FS-WORKS.
An Approver is setup to approve on the FacNum used in this request. She gets this email.
The Approver clicks on the highlighted web link and approves the request in Ariba. An email notice is then sent back to the original the customer letting them know their request has been approved by the Approver.
If no more approvals are needed, a 2nd email is sent is sent to the Customer saying that her request “has been fully approved”.
Once these approvals have been completed in Ariba, the customer’s request then appears in FME’s Get Customer Request Screen. It is processed by the CSC and a Work Order is generated. Facilities Services will then send the customer an email about her Work Order containing the following information.
Request for Alterations work (Category B-AFC, B-ALT) Email
When the Work Request Status is changed to 10-ASSGN, the following email is sent to the customer.
From: UW Facilities Services [FacilitiesServices@u.washington.edu]
To: [shenriot@u.washington.edu]
Subject: Your request for services.
Your request for alterations work has been received. The assigned Work Request number is 789429. You can expect to hear from the responsible person on your project within three working days. The responsible party is R.U. Sponsible, who can be reached at sponsible@u.washington.edu.
This is a system-generated message.
Please do NOT reply to this message.
Request for Maintenance work (Category A-SVC, B-SVC) Email
When the Work Request Header Status is set to 05-OPEN the following email will be sent.
From: UW Facilities Services FacilitiesServices@u.washington.edu
To: [shenriot@u.washington.edu]
Subject: Your request for services.
Your request for maintenance or repair (Tracking number 12880) has been received and directed to the appropriate Shop for action. The assigned Work Request number is 789957. Use the Work Request number to check the status of the work on-line at http://www.washington.edu/admin/facserv/workrequest.html.
If you have questions, please contact the [insert name of Maintenance Zone Project Support Supervisor] at [their phone number] or [theiremail@u.washington.edu].
This is a system-generated notice.
Please do NOT reply to this message.
Requests which have been “Rejected” by Facilities Services
When requests which have been “rejected” by the Customer Service Center the following email is generated. The message text in capital letters is taken directly from the “comments” field in the Get Customer Request Screen. For best results, briefly explain why the request is rejected and if necessary, what the customer should do.
From: UW Facilities Services FacilitiesServices@u.washington.edu
To: [shenriot@u.washington.edu]
Subject: Your request for services.
Your request service entered in the Web Work Request System (Tracking Number 12382) has not been routed for action: CANCEL PER CLIENT REQUEST.
Please contact Customer Service at 5-1411 if you have questions.
This is a system-generated notice.
Please do NOT reply to this message.
