Approval Notifications

These notifications are dependent on the approval levels for an application. If a notification is set to send at the 1st approval level, the notification is sent as soon as the application is submitted. Once the 1st approval level is signed, the application is automatically moved to level 2 and any notifications for level 2 are sent.

NOTE: If default notifications are enabled, those notifications follow the approval levels. Adding a notification for a specific approval level on an application will disable the default notification.

  1. Click “Administration” under the “User” tab at the top of the page

  2. Click “App Groups” in the “General” section near the top of the page

  3. Click “Manage” next to the App. Group for the application you want to make a notification for

  4. Click “Manage” next to the application you want to make the notification for

  5. Click "Approval Notifications"
  6. Click "Add"
  7. Step 1: "Basic"
    1. Choose which approval level you want the notification for
    2. Choose which group of users you want to be notified
      • Author (The person who filled out the application and any email addresses specified in the Extra Notification Field in the management section)
      • Employee
  8. Step 2: "Notify?"
    1. Choose who exactly you want to notify based on the previous group selection
      1. Author
        • Yes
        • No (This is an option so that you can disable the default author notification for this approval level)
      2. Employee
        • Nobody (This is an option so that you can disable the default employee notification for this approval level)
        • Selected Users (allows you to choose specific employees from a listing)
        • All Matching Users (notifies all employees that have rights to sign the particular approval level)
  9. Step 3: "Composition"
    1. If the notification is set up to go to Employees: Selected Users, choose the employees that you want to notify on this step
    2. Fill in the Message Subject and Message Body fields
      1. You can have the email auto fill relevant information such as:
        • {subject} will auto-fill the text from the subject line when you use in the body, does not work in the subject line itself
        • {appname} will auto-fill the App. Type and the App. Number
        • {appid} will auto-fill the application UID which is used to create a link to the application

    3. Choose if you want a link to the application to be added to the end of the email
      1. This link requires a login in order to view the application
  10. Step 4: "Preview"
    1. This step gives you a preview of what your notification will look like when it is sent
  11. Step 5: "Test"
    1. This step lets you test your notification by entering a UID for an existing application and clicking "Test"
      1. NOTE: IF THE NOTIFICATION IS FOR THE AUTHOR OF THE APPLICATION THIS WILL SEND TO THE AUTHOR
      2. The best way to test a notification is by creating a test application that only has your own email or a test email on it
  12. Click "Save & Exit"