Approval Notifications
 

When Approval Type settings indicate email notifications are to be used, users may receive notifications for the following purposes:

In addition to the above notifications, Administrators may also receive the following:

Notifications that require action on the user’s part will contain information about the entry, action buttons (approve, disapprove, etc.), the entry’s approval log detail, and a hyperlink to their Pending Approvals list.

Office Status – Remove/Replace Approver

Within User Preferences, users may change their Office Status to Out when away from the office for an extended period. Upon changing this status, if the user has entries awaiting their approval or entries for which their approval will eventually be required, they will be presented with the Remove/Replace User menu.

Using this menu, they may:
 

• All Entries
  
   
  • Remove user: remove themselves from all active entry workflows
  • Replace user: replace themselves with a user in all active entry workflows
• Selected Entries
  
   
  • Indicate an action, remove or replace with another specified user, for selected entries *(Unchecked entries’ approval workflows will remain unmodified)

Summary vs Detail

Within User Preferences, a user may indicate if they want approval notifications to be sent to them in summary or detail:

• Summary notifications are received nightly with all entries from the preceding day
• Detail notifications are received for each entry when issued by the system

Summary notifications list information for entries the user has submitted broken down by category (fully approved, disapproved, etc.) and/or hyperlinks to entries requiring action by the user. A hyperlink to the Pending Approvals list is also provided:

The following notifications will always be sent in detail:

• All Users
  • An entry they submitted was deleted
  • An entry they submitted or for which they are an approver has had its GL accounts modified (AP invoices)
  • An entry awaiting their approval is approaching its approval due date (reminders)
  • An entry awaiting their approval is past due (warnings)
• Admin Users
  • The last approver for an entry is currently out of office
  • An entry was auto-approved without being viewed by any users