External Work

External Work gives a named supplier or partner a limited way to answer one request. The shared page contains only the task context chosen by the requesting organization and accepts one final response.

Respond To A Request

An external work request lets a supplier or partner respond to one PROCESS task without signing in to the tenant. Open the link sent by the requesting organization, verify the named recipient and task, and review the instructions and shared information before responding.

Choose the response that matches the work performed:

• Confirm records a successful response and completes the related task.
• Request Changes records what must be corrected and leaves the task open.
• Decline records that the recipient will not complete the request and leaves the task open.

Add a message that gives the process owner enough context to act. Use Evidence Reference for an identifier or location the requesting organization can use to verify the result, such as a shipment number, supplier confirmation, or document reference. The current external-work page does not accept file uploads.

Protect The Access Link

The link is a bearer credential: anyone who has it can view the information shared with the request and submit a response until the link expires or receives a response. Do not forward it, post it in a shared location, or include it in evidence or notes. If the recipient is wrong or the link may have been exposed, contact the organization that issued it.

A link can accept only one response. An invalid, expired, or previously answered request cannot accept another response.

Follow The Process Outcome

PROCESS records when the request was issued, first viewed, and answered. A Confirm response completes the linked task, but task completion does not necessarily move the process to another state. An authorized internal user still takes any required transition.

For internal process details and task evidence, see Running Processes and Evidence And Audit.

Before You Respond

Confirm that the requesting organization, recipient, task, and instructions match the work you expected. Review every shared value and use the contact method you already trust if something looks unfamiliar. The access link proves possession of the link; it does not independently prove the identity of the sender.

Perform the requested work in the appropriate external or supplier system. Return to the request only when you can state a clear result. If the instructions are incomplete or the shared values are incorrect, choose Request Changes and describe exactly what must be supplied or corrected.

Write A Useful Response

For Confirm, state what was completed, the effective date or result when relevant, and a verifiable evidence reference. For Request Changes, list the missing or invalid information in actionable terms. For Decline, explain the reason and any known alternative contact or next step without including information the requester should not receive.

Review the response before submitting because the link accepts only one response. Keep a separate record in your own organization’s authoritative system when your policies require it.

If The Link Does Not Work

Check that the complete link was copied and that it has not expired. A page that reports the request is already answered means another response cannot be added. Contact the named requesting organization and provide the task description and recipient name; do not send the bearer link through an unapproved channel while asking for help.

If you suspect exposure, stop using the link and notify the requester. The internal process owner can decide how to handle the open task and preserve the incident context.