Configuring Email Notifications

Objective

After completing this lesson, you will be able to manage workflow email notifications that are sent to users during a workflow process.

Workflow Email Notifications Overview

Workflow email notifications automatically notify users about important actions and updates related to their expense reports, travel requests, and approvals. These notifications help you stay on top of your tasks by alerting you and other stakeholders when action is required or when a status changes.

As an administrator with unrestricted permissions, you can change and customize the default email notifications sent to users during the approval workflow.

The image displays a Workflows page in a web application. At the top are tabs: Workflows, Expense Report Approval Statuses, Email Notifications, Confirmation Agreements, Authorized Approvers, Settings, and Reason Category and Codes. The highlighted filter area shows a dropdown labeled “Find workflow emails where: Select one,” a text field, and a Search button. Below, highlighted action controls show Modify, Copy, and Remove buttons, and a “Select a language…” dropdown. A table lists two columns: Name and Notification Type. Example names include Approver Change Notification, Notificacion cambio de Estado, Partial Approval Notification, Sent Back Change Notification, and several Default notifications. Notification types include Expense Report Notification and Cash Advance Notification.

Configure Email Notifications

To configure email notifications:

Steps

  1. From the Workflows page, select the Email Notifications tab.

    The image displays a Workflows page in a web application. The Email Notifications tab is highlighted. Other tabs include Workflows, Expense Report Approval Statuses, Confirmation Agreements, Authorized Approvers, Settings, and Reason Category and Codes. A filter area shows “Find workflow emails where” with a Select one dropdown, a search field, and a Search button. Action controls include Modify, Copy, Remove, and a “Select a language…” dropdown. A table lists two columns: Name and Notification Type. Entries include *Expense Report Pending Notification, Default Cash Advance Pending Notification, Default Cash Advance Status Change Notification, Default Expense Report Payment Confirmation Notification, Default Expense Report Pending Notification, and Default Expense Report Status Change Notification. Notification types show Expense Report Notification or Cash Advance Notification.

  2. Select the notification you want to configure, and then select Modify.

    The image displays a Workflows page in a web application. Tabs include Workflows, Expense Report Approval Statuses, Email Notifications, Confirmation Agreements, Authorized Approvers, Settings, and Reason Category and Codes. A filter area shows “Find workflow emails where” with a Select one dropdown, a search field, and a Search button. Action buttons show Modify, Copy, Remove, and a Select a language dropdown. The highlighted areas show the Modify button and the selected row “*Expense Report Pending Notification.” A table lists two columns: Name and Notification Type. Entries include Expense Report and Cash Advance notifications. The selected row is an Expense Report Notification.

  3. Make the desired changes. The only fields that can be edited at this time are Email Notification Name and Display as From. If you need to make changes to the other fields, save a copy of the notification and then make the desired changes in the new copied notification. Select Next.

    The image displays a Workflows page with tabs: Workflows, Expense Report Approval Statuses, Email Notifications, Confirmation Agreements, Authorized Approvers, Settings, and Reason Category and Codes. The page title says “Modify Email Notification: *Expense Report Pending Notification.” The highlighted form shows these fields: Modifying Language set to English; Email Notification Name set to “*Expense Report Pending Notification”; Notification Type set to “Expense Report Notification” with a dropdown; Display as From blank; Overwrite all Languages set to No with a dropdown. Step tabs appear as General, Primary Recipient, and Delegate Recipient. The highlighted Next button sits at the bottom right, with Cancel to its left.

  4. On the Primary Recipient step, select Next.

    The image displays a Workflows page for modifying “*Expense Report Pending Notification.” The Email Notifications tab is highlighted. Step 2, Primary Recipient, is active, with steps General and Delegate Recipient shown. The form shows Modifying Language set to English, Email Subject set to “Expense Report Pending Your Approval,” and an Email Body editor. The body starts with “You have a report pending your approval,” and lists Report From, Report Name, Report Purpose, and Requested Amount with placeholder values. The highlighted Next button appears at the bottom right, with Previous and Cancel beside it.

  5. On the Delegate Recipient step, make the desired changes to the Email Subject field. You can use "variable" fields to enter specific data in this field.

    The image displays a Workflows page titled “Modify Email Notification: *Expense Report Pending Notification.” Step 3, Delegate Recipient, is active. The highlighted Delegate Email Subject field reads “Report Pending Approval By %WhoChanged%, %Name%.” The form shows a checkbox for Use Primary Recipient Email, Modifying Language set to English, and a Delegate Email Body editor. The body begins with “There is an expense report pending approval by %WhoChanged%,” and lists Report From, Report Name, Report Purpose, and Requested Amount with placeholder values. Buttons at the bottom show Cancel, Previous, and Done.

  6. If you want the primary recipient email and the delegate email to be the same, select the Use Primary Recipient Email check box. If not, make the desired changes to the Email Body field. The variable fields and the HTML work the same way as in the primary recipient email. Select Done.

    The image displays a Workflows page titled “Modify Email Notification: *Expense Report Pending Notification.” The Email Notifications tab is visible, and Step 3, Delegate Recipient, is active. The highlighted Delegate Email Subject field shows “Report Pending Approval By %WhoChanged%, %Name%.” An Email Body editor displays HTML with the line “There is an expense report pending approval by %WhoChanged%,” and placeholders for Report From, Report Name, Report Purpose, and Requested Amount. Modifying Language is set to English, with an option to use the primary recipient email. The highlighted Done button appears at the bottom right, next to Previous and Cancel.

Summary

  • Manage email notifications sent during expense report workflows.
  • Edit notification names and sender information in the Email Notifications tab.
  • Specify primary and secondary recipients for improved communication.
  • Use variable fields to add dynamic data to notification emails.
  • Preserve original notification settings by creating copies before making changes.

Learning

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