Requests Settings: Notification Templates and Approval Flows

1. Notification Templates

Notification Templates control what messages are sent and when they are triggered throughout the request lifecycle. These templates ensure that all relevant parties (the Requester, the Approver, and the Administrator) are kept informed of status changes in real-time.

You can create distinct templates for different scenarios (such as submission, approval, rejection).

How to Create Notification Templates or Approval Flows

Creating Notification templates

To create a notification template:

1. Click the + Add button in the Notification Templates page.
2. From the dropdown, select the language for your template (e.g., English, Spanish). Recipients will receive the notification in this language if it matches their profile settings.
3. Enter a descriptive name for your notification template that will be used for both system/push and email notifications.
4. Write a notification that's easy to read, memorable, and motivates action.
5. Compose your email notification using the HTML editor. Add formatting, images, and even personalize it with dynamic variables.
• The language dropdown next to the variable (+) allows you to select the language in which that variable's output will be displayed.
6. Click Save to create a template, Save & Close to save all template changes and return to the main Notification Templates list. or Cancel to discard the changes.

To create approval processes for your requests, follow these steps:

1. Click the + Add button in the Approval Flows page.
2. Configure Approval Details:
   • Approval Name: Assign a unique name to identify the workflow.
   • Sequential Approval: Determine if approvals should be sequential or can be completed simultaneously.
   • Days to Approve: Set the timeframe for approvals.

   • Calculate approval in - Choose the working or calendar days for the response deadline.

   • Auto-approve Reported Request: If enabled, requests submitted on behalf of others are automatically approved by the system as soon as they are sent, bypassing the manual approval process.

3. Define Approvers: Select the roles involved in the approval process (Owner, Contributor, Approver, or Employee Group). Use the Add button for multiple approvers.
• The Report To (manager or responsible person) is already defined for each employee and will automatically be included in the approval flow.
4. Days to Approve: Specify the number of days approvers have to respond when the Sequential option is enabled.
5. View Only: If enabled, the assigned person or team can view the approval flow but cannot make any changes.
6. Click Save to finalize the workflow or Cancel to discard changes.
7. Assigned Request Forms: This section displays request forms that have been linked to this approval flow during their creation process.