The Workforce Manager Email Functionality facilitates the electronic support service requests done by the WFM administrative user to various support service collaborating partners outside WFM. 

Any Account Administrator regardless of role can create a supportive service unless the Account Administrator negates them from having access to that section.

Adding a Service Provider

A Service Provider first needs to be added within the Company Record Section for the Email Functionality to work properly. In the ‘Company Information’ section add the Service Provider name and check the ‘Support Service Provider’ box.

In the ‘Contacts’ section the name of Contact, the Email and phone number to the Company section and select Save.

Sending the Email Request

Select a Workers Record, then select the ‘Supportive Service and Action’ tab, complete the following ‘Create’ fields:

1. Name of Service Request 
2. Date of Request
3. Administrative Service Hours
4. Name of Service Provided 
5. Name of Service Provider (this is entered in the Company Page)

Once all information has been input, select ‘Create’.

A confirmation page will appear, the Case Manager will verify that all information input is correct.

If all the information is correct, select ‘Confirm’.

The email status will change from ‘no status’ to ‘yellow’ which means the email was successfully sent.

Email Status Legend:

• White – No Status
• Yellow – Email was successfully sent
• Red – Unsuccessful submitted email (i.e., incorrect email address)
• Green – Request Complete

If the service request is not completed and sent a notice message will appear at the top of the screen.   

Receiving the Email

The Supporting Service Case Manager will receive an email with a QR Code (shown right).

To open the QR Code the Case Manager MUST use a smartphone or tablet that has an Authenticator Application installed. To find an Authentication Application, use the App store on the chosen device.

The Case Manager will be directed to complete a two-factor authentication process on their authenticator app(i.e., Authpoint or Authy). Once the authentication is complete, the Case Manager will gain access to the information in the request.

Once the request has been completed, the case manager will fill out:

1. Date of services rendered 
2. Service Value 
3. any notes about the service 
4. OTP code (one time password received with the QR once the authentication process is complete) 

The Case manager will get a confirmation page to verify the information sent back to WFM. If the information appears incorrect the receiver will need to contact the WFM Case Manager.

The WFM Case Manager will check the status of the request in the individual’s account. The email status in WFM will change from yellow to green noting it as complete and all information input will transfer to the WFM account.