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 in Concur Expense Professional Edition

Workflow Email Notifications

Workflow email notifications in Concur Expense automatically alert users when something needs their attention, such as a new approval request, a status change, or an update to an expense report or travel request. These notifications help everyone stay informed and complete tasks on time.

As an administrator with full permissions, you can customize the default email notifications to match your organization’s workflow and communication needs.

Screenshot of the Concur Expense Admin Workflows page, showing workflow email notification settings, including types of notifications for expense reports and cash advances, with navigation links on the left side.

Configure Email Notifications

Review the following steps to learn how to configure email notifications.

Steps

  1. On the Workflows page in Expense Admin, select the Email Notifications tab.

    Screenshot from Concur Expense showing the Workflows page with the Email Notifications tab highlighted. A list of workflow email notification names and types is displayed, with “*Expense Report Pending Notification” shown at the top.

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

    Screenshot from Concur Expense showing the Workflows page, where the “*Expense Report Pending Notification” is selected in the list of workflow email notifications. The “Modify” button above the list is highlighted for editing the selected notification.

  3. Make the desired changes. The only fields that can be edited at this time are Email Notification Name and Display as From. When you’re done, select Next. 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.

    Screenshot from Concur Expense showing the Modify Email Notification: Expense Report Pending Notification setup screen, where users can edit the email notification name, notification type, and display name for sent emails. The Next button is highlighted at the bottom right.

  4. On the Primary Recipient step, select Next.

    Screenshot from Concur Expense showing the Modify Email Notification: Expense Report Pending Notification screen. The user can edit the email subject and body for pending approval notifications, including dynamic fields for report information, with navigation buttons for previous and next steps at the bottom.

  5. On the Delegate Recipient, make the desired changes to the Email Subject field. You can use "variable" fields to enter specific data in this field. Then, choose between the following options, and select Done when complete:

    • If you want the primary recipient email and the delegate email to be the same, select the Use Primary Recipient Email check box.Screenshot from Concur Expense showing the Modify Email Notification: Expense Report Pending Notification page, where users can edit the delegate email subject and body, with placeholder fields for report details and a checkbox to use the primary recipient email.
    • 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.
    • Screenshot from Concur Expense showing the Modify Email Notification: Expense Report Pending Notification setup. The left image displays a plain text email template with dynamic fields, while the right image shows the same template in HTML code view for customization.

Result

The modified email notification is saved and visible on the Email Notifications tab on the Workflows page.

Summary

  • Workflow email notifications alert users to approvals, status changes, and updates in Concur Expense workflows.
  • As a full-permission administrator, you can customize default notifications to fit your organization’s workflow and communication needs.
  • Open Expense Admin > Workflows > Email Notifications, select a notification, and choose Modify to edit settings.
  • You can edit only Email Notification Name and Display as From; copy the notification to change other fields.
  • Update delegate subject and body using variable fields, or reuse the primary recipient email, then save changes.

Reference

TopicLink
Email NotificationsSAP Help Portal

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