This article outlines the different types of email notifications sent during the approval process, detailing when each email is sent and what information it contains.
Key Information
Approval email notifications are designed to give approvers everything they need to make an informed decision— without needing to log in. Each approval email includes:
Critical request metadata
Key details such as Submitter, Submission Type, Value, Department Name, Scope of Works, Total Budget, and Vendor details, allowing approvers to quickly understand what they are being asked to approve.
Clear approval chain visibility
A concise summary shows who has already approved, who is currently pending, and who is next in the approval workflow, providing full transparency of the approval process.
Submitter context and justification
Submitter notes are included in the notification, ensuring the reason and business context behind the request is clearly communicated and not lost during approvals.
This ensures approvals can be completed faster, with confidence, directly from the email notification.
Notification to Approver
When it is sent: This email is sent immediately when a submission is first submitted to the first approver. It is also sent to the next approver whenever an individual approval is completed and the submission is handed off to them.
Purpose: To notify the approver that a submission requires their review and decision.
Submission Approved / Rejected (Final Decision)
When it is sent: This email is sent to the originator (submitter) only when the final decision (approved or rejected) is made on the submission.
Purpose: To inform the submitter of the final outcome of their submission.
Submission Endorsed (Optional)
When it is sent: This is an optional email that can be enabled for submissions with multiple approvals. When enabled, the submitter is notified upon each individual endorsement or approval throughout the process.
Note: This feature is off by default because enabling it may result in a high volume of emails if many approvers are involved.