WAWF uses a unique e-mail system for notifying the various points within the workflow of actions to be taken and document status. Each time a document is created, inspected, accepted, certified, processed or rejected, an e-mail notice is sent to the Initiator and to the Organization E-mail Box for the next user requiring action on the document.

Regardless of whether a document is input by the Inspector, Acceptor, or Vendor, the Vendor receives system-generated e-mail advising him/her of the actions taken by government officials. Likewise, government users receive e-mail based on pending Vendor and government actions.

The "No E-mail Sent To" message indicates that e-mail was not sent to that user. Normally, this occurs if the address on file is not in a valid format or is undeliverable. Users should stay alert to this condition and notify the Help Desk if the message is displayed.

The Vendor is also afforded the opportunity to include other Vendors in the e-mail circle surrounding a specific document. After a document is created, an additional e-mail entry window is presented to the Vendor for adding/maintaining additional e-mail addresses.

Maintenance of a user's e-mail address is important to the WAWF system. To ensure e-mail integrity, all WAWF users are given the ability to update his/her e-mail address.

On each Success page, there is a link permitting the document creator to send additional e-mail. This link takes a user to a small address book where he/she can select existing e-mail addresses he/she has previously used, or where he/she can add another e-mail address. The e-mail message sent is similar to the one sent automatically by the application on document submission, but does not contain a hyperlink to the production WAWF home page.

WAWF e-mail contains only unclassified information such as the Contract Number, Delivery Order Number, Shipment Number, and/or Invoice Number. No encryption is required for e-mail traffic. The standard subject line for all user-generated e-mail is Contract Number/Delivery Order Number/CAGE Code/CAGE Extension/Type of Document (RR, CI, etc)/Shipment Number/Invoice Number. E-mail is sent using an internal Java application that connects to a Simple Mail Transfer Protocol (SMTP ) Mail Server.

The organizational e-mail address is used for delivery of action notices from WAWF and not the individual user's e-mail address. It is important for each organization to establish and test an appropriate organizational e-mail address prior to the first user registering for WAWF access. If there is no established organizational e-mail address, then the first user that registers for an organization has his/her personal e-mail address established as the delivery point for all WAWF notices.

Government Administrators have the ability to "toggle" the e-mail setting in accordance with their business practices. The toggle function allows three options:

• Stop all e-mail
• Only provide exception (negative) e-mail (i.e. reject or recall)
• Allow all e-mail to process (default option)

System Administrators and Help Administrators are allowed to add and/or edit organizational e-mail addresses, but they do not have the capability to toggle or change e-mail settings.

NOTE: Success/Failure e-mail for FTP /EDI is not affected by this enhancement. Such e-mail is sent to the first (primary) e-mail address for a Location Code/Extension, regardless of the toggle setting for that e-mail address.

The e-mail structure for acquisitions looks like the following:

Subject

Contract No.\Delivery Order No.\Vendor CAGE\Ext\Doc Type\Shipment No.\Invoice No.\Action Location Code / CAGE\Ext\Status

Body

Action Location Code\Ext:

Document Type

Status

Acceptance Date

Processed Date

Contract Number

Delivery Order Number

Contract Issue Date

Vendor CAGE/Ext

Shipment Number

Shipment Date

Invoice Number

Invoice Date

Has been (Action Taken) by (Initiator’s Name) on (Action Taken Date). Status is (Document Status).

INFO: The following attachments are present on this document:

The e-mail structure for Property Transfer looks like the following:

Subject

Losing Contract No \Losing Delivery Order No\ Gaining Contract No./Gaining Delivery Order No.\Vendor CAGE/Ext\Doc Type\Shipment No.\Invoice No.\Action DoDAAC / CAGE\Ext\Status

Body

Action Location Code\Ext:

Document Type

Status

Acceptance Date

Processed Date

Losing Contract Number

Losing Delivery Order Number

Losing Contract Issue Date

Gaining Contract Number

Gaining Delivery Order Number

Gaining Contract Issue Date

Vendor CAGE/Ext

Shipment Number

Shipment Date

Invoice Number

Invoice Date

Has been (Action Taken) by (Initiator’s Name) on (Action Taken Date). Status is (Document Status).

INFO: The following attachments are present on this document:

Using the e-mail functionality as a model, WAWF will also send an FTP and/or EDI notification to a CAGE code reporting the various points within the workflow of actions to be taken and document status. Each time a document is created, inspected, accepted, certified, processed, or rejected a notification can be sent to the Initiators CAGE code.

In order to receive these notifications via FTP, the Vendor must contact the System Admin. The System Admin will then create a sub-directory underneath the Vendors’ WAWF FTP directory (example: /notifications). The Vendor will also need to let the System Admin know which CAGE Codes they would like to be registered for. The System Admin will then need to log into the WAWF Application and register that notification directory for the CAGE Code.

In order to receive these notifications via EDI, the Vendor must first retrieve their EDI routing fields (ISA07, ISA08, and GS03) from their VAN. Then, they will need to contact the System Admin and let them know which CAGE Codes they would like to receive the EDI notifications for and give them their EDI routing information. The System Admin will need to log into the WAWF Application and register the EDI routing fields for that CAGE Code.

WAWF Notifications contain the same information as an e-mail, however, in a FTP or EDI format.

Government Administrators have the ability to “toggle” the notification setting in accordance with their business practices. The toggle function for notifications allows for two options: Only provide exception (negative) notifications (i.e. reject or recall) or allow all notifications to process (default option).

System Administrators and Help Administrators are allowed to add and/or edit the FTP directory or EDI Routing codes, but they do not have the capability to toggle or change the notification settings.