Overview
The mailbox contains processes that have been prepared for you for processing.
There are two ways for processes to reach your mailbox:
Another user has placed a task in your mailbox
A task was automatically placed in your mailbox by resubmission
Unread mailbox entries
Automatic historisation
When you open an unread mailbox entry, this is documented.
What happens:
You open an unread mailbox entry
The system automatically creates an entry in the history
The history documents when you opened the process
Available buttons
Three buttons are available in the mailbox: Update, Workflow and Remove from mailbox.
Button: Refresh
The Refresh button rebuilds the view.
When you need this button:
You have made changes elsewhere (e.g. in a second browser tab)
These changes affect the data records displayed here
You want to update the current view to the latest version
Result: The view is reloaded and displays all current information.
Button: Workflow
The Workflow button shows you the available workflow options for selected processes.
Available workflow options
The Workflow menu offers you several functions:
Option 1: Change status
You will first see the possible statuses to which you can change the process.
How it works:
The system only displays the statuses that are possible as the next step
You select the desired status
The process changes to the new status
Option 2: Place in mailbox
You can use this option to assign the process to another user.
Procedure:
Select the option Add to mailbox
Select the user who is to receive the task
The process is placed in the mailbox of the selected user
Additional setting:
You can optionally set whether the task should be removed from your own mailbox
If you activate this option, the task disappears from your mailbox
If you do not activate this option, the process will remain visible in your mailbox
Option 3: Send process as email
You can use this option to send the process by e-mail.
How it works:
Select the option Send process as email
Enter the recipient's email address
The task is sent to the specified email inbox
Use case: You want to send a process to someone who does not have direct access to PHOENIX Documents.
Option 4: Share
You can use the Share option to create and send a link to the process.
Procedure:
Select the Share option
The system generates a link to the process
You can send the link to another user
Special features:
You can also send the link to users outside your organisation
You can set a validity period for the link
After the validity period has expired, the link no longer works
Set validity period:
Select how long the link should be valid for
This increases security as the link cannot be used indefinitely
Button: Remove from mailbox
The Remove from mailbox button removes processes from your mailbox.
How to proceed
Steps for removal:
Select the process you want to remove
Click on the Remove from mailbox button
A confirmation prompt appears
Confirm the confirmation prompt
The task is removed from your mailbox
When you should remove tasks
You should remove a task from your mailbox if:
You have processed the task
You have finished editing it
The task should no longer appear in your mailbox
⚠️ Important: Del key does not work
You can NOT remove a task by pressing the [Del] key.
Correct method: Always use the Remove from mailbox button.
Summary of the functions
Button | Function | Purpose |
Refresh | Rebuilds the view | Displays current changes |
Workflow | Shows workflow options | Change status, forward, share, send by email |
Remove from mailbox | Removes processes from the mailbox | After processing a process |
💡 Tip for efficient working:
Regularly remove processed tasks from your mailbox. This will help you keep track of open tasks and keep your inbox organised.