2. Create a Suspense
On the left-hand NAVIGATION menu the top item is named, My Open Tasks. Click this tab. At the top of the workspace window, there is a tab entitled, “New suspense.” Clicking this tab will open the first page of the suspense data form (See Figure 9).
Figure 9. Suspense Data Form
2.1 Create A Suspense Tool Bar
At the top of the Workspace Window, there are the following five tabs (See Figure 10):
Figure 10. Create a Suspense Tool Bar
1) Add Assignees (same as Adding Assignees in the “To” section of the form. See below.)
2) Open MailSet (same as Opening a MailSet – see below).
3) Upload Files (Same as Attachments – see below)
4) Notification Preferences – Opens a pop-up window where you can select how and when you would like email notifications be sent to you (See Figure 11).
Figure 11. Notification Preferences Window
5) Private Box
Clicking the Private icon checkbox determines whether you would like this suspense to appear only in your tasks (and the assignees you choose), but not in upper level reports (See Figure 12)
.
Figure 12. Private Check Box
2.2 Choose a Task Type
Click the pull-down menu to choose a task type for this suspense (See Figure 13).
Figure 13. Task Type Pull-down Menu
2.3 Choose an Originator
Click the pull-down menu to choose an Originator of this suspense (See Figure 14).
Figure 14. Choose an Originator Pull-Down Menu
2.4 Due Date
You must enter a date for which this suspense is due by either typing in a date dd/mm/yyyy or click on the calendar icon and selecting a date (See Figure 15 and Figure 16).
Figure 15. Choose Suspense Due Date
Figure 16. Choose a Due Date Pop-up Window
2.5 From
This field is automatically filled in with your name and email address (See Figure 17).
Figure 17. New Suspense “From” Input Field
2.6 To
There are two ways to choose assignees:
1) Clicking
the 
icon will open
the Search Names window (See Figure 18 and Figure 19).
Figure 18. New Suspense “To” Input Field
Figure 19. Search Names Window
2) Clicking
the 
icon will open
a pop-up window that enables you to choose one of your previously created
MailSets (See Figure 20 and Figure 21).
Figure 20. New Suspense “MailSet” Input Field
Figure 21. Choose a MailSet Pop-up Window
2.7 Subject
Type the name of the suspense you are creating. Notice there is a 255 character limit to this input window, with a countdown window keeping track of the number of characters you have remaining (See Figure 22).
Figure 22. New Suspense “Subject” Input Field
2.8 Attachments
Clicking the 
icon (either from the top tool
bar or in the form workspace), will open another pop-up window where you can:
o Drag and drop a file into the window, or
o Click “Add” to Browse for files on your PC.
o Click the “Upload” button to upload the file(s) to your suspense.
(See Figure 23 below).
Figure 23. New Suspense File Upload Window
2.9 Alcon Message
This box allows you to put instructions or messages that will or will not be sent in the email to assignees. You can click the checkbox to decide whether the message will be included (See Figure 24).
Figure 24. New Suspense “Alcon” Message Input Field
2.10 Next
After all fields have been
completed, click the 
button.
3. Edit Page
You will now come to the Edit Page where you can edit the information you previously input, or complete the suspense by sending the emails to all assignees. Note that a reminder box appears telling you that no emails have been sent out yet (See Figure 25). Click OK to continue.
Figure 25. Email Reminder Pop-up Box
You can now review and edit your input or take action on the task such as upload files, add assignees, create an executive view, etc.
3.1 Actions you can take
You can send out emails, attach or delete files, add/delete assignees, Create Executive View, Withdraw the suspense, Inquire about the status of the suspense, or Close the suspense entirely. You can also edit or delete the suspense (See Figure 26).
Figure 26. New Suspense Actions You Can Take
3.2 Editing a Suspense
At any time, you can make changes to
some of the suspense information, by clicking the green 
button located on the left-hand
side of the Work Space window (See Figure
26).
·
At the top of the page you will see a link entitled, “DELETE THIS SUSPENSE.” By clicking this link, you can delete the entire
suspense (See Figure 27).
·
· If you would like edit the suspense, you will notice that under each field type there are green Editable or red Not Editable boxes. You can make changes to any of the green Editable fields (See Figure 28).
·
At the bottom of the page, you can add or delete attachments to
this suspense. (See Figure 29).
· When you are finished editing the suspense, click on the Save Changes button to return to the suspense working screen (See Figure 29).
Figure 27. Delete This Suspense
Figure 28. Editable Fields
Figure 29. Add or delete Files
3.3 Send out Emails
After checking all details of the suspense, you are now ready to send out emails to your assignees. Click the Send out Emails tab at the top of the workspace window.
3.3.1 Designating Assignee Roles/Due Dates
The following page allows you to
designate the role of the assignee. If you choose Assign, then that person is
responsible for working the suspense. If you choose Notify, that person cannot
work the suspense but can track its progress and status. After choosing roles,
you may also change the assigned due date for different assignees. However, you
should never choose a date later than the overall Suspense due date you chose
for this suspense (See Figure 30). Click the 
button.
Figure 30. Designating Assignee Roles
3.3.2 Sending Email Notifications in Parallel or Chain
The next page allows you to send out emails to the assignees in two different ways. Sending in PARALLEL will send all assignees an email simultaneously. Sending in CHAIN will send an email to the first assignee only…and when he/she completes their portion of the suspense, then the next assignee will receive an email. In this stage of the test, we will use the PARALLEL choice. In another part of the training we will be using the CHAIN choice. Click the PARALLEL button (See Figure 31).
Figure 31. Email Notification in Parallel or Chain Order
3.3.3 Sample Email
A sample email window will appear, illustrating the number of emails that were sent out and to whom (See Figure 32).
Figure 32. Sample Automated Email