The following provides a top-level overview of what to consider if you want to use Outlook as part of a workflow or routing solution.
Outlook offers many e-mail features that make it a logical choice for implementing a routing or workflow solution. These solutions typically require that a piece of information (such as an expense report) be passed to a certain number of users where it is reviewed and approved along the way. However, Outlook does not provide any direct way of performing workflow or routing tasks. To accomplish this, you need to either use a third-party solution, create your own custom solution, or use a different product or approach that is specifically designed to create workflow solutions.

Before considering a specific solution, first decide whether you require a client-based solution or one that requires some server-based technologies or logic.
One type of routing solution is a client-based solution. An example of this type of solution would be using custom Outlook forms with Visual Basic Scripting Edition (VBScript) code that handles the logic of how an item is routed. In this type of solution, VBScript code helps ensure that the item is properly routed from user to user.
One major limitation of this approach however, is that if one of the users does not perform the required action (such as opening the mail message), then the routing process may not respond.

To ensure that routing processes respond, consider implementing a server-based routing solution. In this type of solution, some or all routing information and programming logic is stored in a centralized location. If one person does not perform a necessary action, server-based logic can perform an action to ensure that the workflow continues.

There are many factors to consider when deciding between a client-side or server-side solution, including:

• Product availability: Are you currently in a client-server environment, or is everyone configured for peer-to-peer use?
• Time and cost: Generally, server-side routing solutions involve greater time and cost to implement.
• Importance (robustness): Server-side solutions should be implemented in scenarios where you need to ensure the workflow process does not stop responding. An expense reporting workflow for a large company would be an example of when server-side technologies should be employed.
• Number of users: Generally, server-side routing solutions should be implemented if you have many users involved. The greater the number of users, the greater the likelihood that client-side workflow may not respond. This is because it is typically more difficult to tightly control the actions of a large group of people.
• Technology Considerations: After you have enough information about whether you require a server-based routing solution or a client-based routing solution, you should consider the products and technologies that can be used to implement that solution. You generally have three options when considering Outlook as part of a routing solution.

Aside from basic e-mail functionality, Outlook does not provide a built-in feature to route items from one person to another in sequential order.
Microsoft Word and Microsoft Excel both provide the ability to add a routing slip to a file. This is an example of simple client-side routing.

To use this feature in either program,

1. On the File menu, point to Send To, and
2. Click Routing Recipient.

The information in this article applies to:

• Microsoft Outlook 2000