Only a Workflow Manager and others with the relevant permission level can create and send/resend task emails. The email will either appear to be from user generating the email or the Workflow Manager, using the relevant persons's primary email address as the 'Reply-to' address (to minimise the risk of messages being classified as spam, the system is transparent about the actual 'From' address being 'archie@cochrane.org').

Archie stores a copy of all emails being sent, and all attachments that were already in Archie.

 Tip: You can keep a complete archive of sent task emails by using the CC option to receive a copy in your local email system.    

To create a task email

  1. Open the task Properties (see About tasks) and go to the Emails tab.
  2. Click Create.
  3. Choose a template from the Template pull-down list.
    Note: When creating a task email, the system will use the template set as the default in the Edit Task Email Template tool.
  4. Use the From pull-down list to choose between the current user or the Workflow Manager as sender.   
  5. If you wish mark the email as High priority, select the checkbox on the Message tab.
  6. If necessary, edit the email. See Editing a task email.
  7. Click OK and confirm that the person listed is the intended recipient. The email is sent and the task is marked with a  icon on the Tasks tab of the workflow Properties.

 Tip: You can also send an email from the Tasks tab of the workflow Properties by right-clicking an In Progress task and choosing Send Task Email.

To resend a task email

  1. Open the task Properties (see About tasks) and go to the Emails tab.
  2. Click the sent task email and click Resend. The Resend/Delete Email [Task name] window opens, with the text "[This is a reminder email. The original was sent on DATE.]" added at the beginning of the email.
    The email in the Resend/ Delete Email window will contain the original email text and all attachments, except for Local files stored in Archie. This is new in Archie 4.2 - for any ticket emails generated before then (29 October 2013), you must reattach ALL files.

  3. Click Resend and then OK to confirm that the person listed is the intended recipient.

     The Workflow system will alert you if the new email has different number of attachments compared to the original.

 
See also Editing task emails and Deleting task email.