Collaboration in amaise offers you two ways to work with others:
Direct request (chat) — Ask a colleague or an external person a quick question via chat. (See "Collaboration: Ask a colleague or external person")
Formal request to external service providers — Send a structured request to an external service provider. (This article)
For more complex questions, you can send a formal request to an external service provider (e.g., an expert office). These requests follow a structured process with assignment, response, and review.
Create a new formal request
Open a case and click the Collaboration icon in the tool bar on the right edge of the screen
Click "New request"
Pick the external service provider as the recipient (see the next section) — the request is then automatically formal
Note: You only see a type choice when you pick a direct colleague — that makes the request a chat. With external service providers there is nothing to choose: formal is the only way.
Select recipient
Choose the external service provider to whom the request should be addressed. You will find the available providers in the "External service providers" section of the recipient list.
Formulate the request
Enter a subject — summarize your request in a few words, as it is also used as the subject for emails
Write your question in the text field
Choose the priority: "Normal" or "Urgent"
Optional: "Attach files" — add additional files (PDF, Word, Excel, or ZIP)
💡 If the external service provider does not yet have valid access to the case, you have to grant access first — directly in the request form. (See "Collaboration: Access Management")
Submit the request
Click "Create". The request will be sent to the external service provider.
Mark request as urgent
You can mark an already submitted request as urgent via its three-dot menu. The recipient will then see that your request has priority.
Additionally, the subject line of the notification emails receives the [Urgent] tag (in the recipient's language). This tag appears only in the email — in the app, the request shows the "Urgent" priority.
The formal process
A formal request goes through the following steps:
"Draft" → You create the request
"Unassigned" → The administrator at the external service provider assigns the request to an expert
"In progress" → The expert works on the response
"Response under review" → The administrator reviews the response
"Completed" → You receive and can view the response
Cancel request
If you want to withdraw a request, click the three-dot menu next to the request and select "Cancel request". The request will be withdrawn and the external service provider notified accordingly.
View response
💡 You will automatically receive an email notification as soon as the request is completed and answered.
Once the request is completed, you will see:
The expert's response — as text and/or attached files
The "Request history" — all steps and status changes
Close request
When you are satisfied with the response, you can archive the request via "Archive request".