An animated example of how to include someone outside your company.
Let’s take a look at how this all works. Ellen will start the Approval workflow for the Marketing Strategy document shown here. After Cassie approves the file, Ellen will complete the task on her behalf. Click the word Play above this illustration.
Ellen hovers over the file, clicks the down arrow, and then clicks Workflows.
Ellen clicks the Approval link, specifies e-mail addresses for email@example.com, firstname.lastname@example.org, and email@example.com. She types a message, specifies a deadline, and then clicks Start.
Amy receives an e-mail message, and approves the file.
Brian does the same.
Cassie receives an e-mail message with an attachment of the Marketing Strategy.docx.
Ellen receives a different e-mail message that explains she is the liaison for Cassie. The Edit this task button is the button she will use to approve the file on behalf of Cassie, later.
Cassie reads the document, and replies to Ellen saying, "I approve this file."
Ellen receives Cassie's reply. She closes the message, and then she opens the other message she received earlier. She clicks the Edit this task button in Outlook, and then types, "I received an e-mail from Cassie and she approves this file - Ellen."
Ellen then clicks the Approve button.
The word Approved appears next to the file in the document library. The workflow is complete.