When you choose who to assign a workflow item to, the pop-up list of users contains a new option (at the bottom) for entering the e-mail address of a "guest". This new option is available in three contexts:
- When delegating a workflow item, and choosing who to delegate it to.
- When moving a workflow item to the next stage, and choosing manually who to assign the item to next.
- When creating a workflow definition, and choosing who an item gets assigned to at each stage of the workflow. In other words, you can set up workflows where items are always assigned to a particular external person.
The guest's PIN only gives them access to that one single workflow item (via a special, cut-down version of the usual workflow editing page). If multiple items are assigned to the same guest then they receive multiple e-mails, each with a different PIN.
Once the workflow item moves on to a new owner, the guest's PIN stops working. If the same item is then later re-assigned to the guest user, a new PIN will be generated and a new e-mail will be issued.
N.B. If you are assigning workflow items to guests, please warn them that the e-mail which is sent to them may get classed as spam. Please ask them to check their junk/spam folders, and to "white-list" messages from matchpeg.com so that the spam filter always lets them through.
If the guest doesn't receive the e-mail containing their PIN number, the e-mail can be re-sent using the link at the top of the page about the workflow item. As a last resort, administrative users of Matchpeg can "grab ownership" of workflow items and re-allocate them back from guests to normal users.
