Configure Pre-Approval Approval Email Templates

Approvers receive one email for all items in each pre-approval request to which they’ve been assigned. Using the Entities Admin Screen, you can customize certain aspects of the approval email's appearance.

Create the Email Template

In order to make modifications to the Pre-Approval Approval Email, you will need to create a template entity type. This will allow you to add and customize entities in order to customize the email's appearance.

1. Click ADMIN SETTINGS > MASTER DATA > ENTITIES.

2. Use the search box to see if the required "EmailFormat_PAAN_default" entity type already exists for your organization. If so, skip to Step 5. Otherwise, continue to Step 3.

3. Click the blue + button to the right of "Entity Types" and enter the following:

• Name: EmailFormat Pre Approval Notification
• Description: Expense Pre-Approval Email Template
• Code: EmailFormat_PAAN_default
• Sort Order: Use the Sort Order drop-down to change the order in which this entity type will appear in the list. You may sort by Entity Name, Entity Code or Sort Order.

4. Check the Do Not Delete (from feed) box, click APPLY in the pop-up box, and then click SAVE.

For more details on the Languages option, see "Add and Edit Entity Type Languages" in Entities Admin Screen.

5. Next you will add an entity to the EmailFormat Pre Approval Notification entity type that allows you to customize the appearance of the pre-approval approval email notification. In the Entities grid in the lower half of the screen, click the blue + button.

6. Add the following entity:

• Name: Custom Email Template
• Code: TemplateName
• Extra Data 1: Enter one of the following codes, depending on the desired appearance:
• Default: Default Pre-Approval Approval Email Template
• Details: Include expense details in the Default Pre-Approval Approval Email Template
• Details_and_Reason: Include expense details and reason for assignment
• Default_no-btn_no-inst: Default email template with no approval buttons or instructions
• Details_no-btn_no-inst: Default email template plus expense details but no approval buttons or instructions

Check Do Not DELETE (from feed), leave the other fields blank, and click SAVE.

Add View Images Link

1. Select EmailFormat Pre Approval Notification in the Entity Types list.

2. In the Entities grid, click the blue + button and enter the following information in each field:

• Name: IncludeImageLink
• Code: IncludeImageLink
• Extra Data 1: Enter the number of days that the link for the image(s) should be active. Valid values (in days) are
• 1-7 (anywhere in that range)
• 14
• 30
• 60
• 90
• 180

A "View Image" link will appear at the bottom of the HTML pre-approval approval email. Once the specified number of days have passed since the email was sent, the approver will no longer be able to view the image(s).

Add Chrome River Link to Instructions

You may add a single line to the instructions that links users directly to Chrome River PRE-APPROVAL. If you choose this option, the text “To view this pre-approval or access the Chrome River application, click here” will be inserted, along with the Chrome River URL you choose.

1. Select EmailFormat Pre Approval Notification in the Entity Types list.

2. In the Entities grid, click the blue + button and enter the following information in each field:

• Name: Instructions URL
• Code: Instructions_URL
• Extra Data 1: Enter your desired URL

3. Leave the other fields blank, check Do Not Delete (from feed), and click SAVE.

4. Now you need to customize the text of the default instructions to refer to "pre-approval" instead of "expense." In the Entities grid, click the blue + button and enter the following information in each field:

• Name: Instructions View Report Text URL
• Code: Instructions_View_Report_Text_URL
• Extra Data 1: To view this pre-approval or access the Chrome River application,

3. Leave the other fields blank, check Do Not Delete (from feed), and click SAVE.

Add a Reminder Count to the Subject Line

You may configure the EmailFormat Pre Approval Notification email template to show a reminder count in the subject line.

1. Select EmailFormat Pre Approval Notification in the Entity Types list.

2. In the Entities grid, click the blue + button and enter the following information in each field:

• Name: Show Reminder Count
• Code: SHOW_REMINDER_COUNT
• Extra Data 1: true

3. Leave the other fields blank, check Do Not Delete (from feed), and click SAVE