Configuring Process Completion Email

Configuring Process Completion Email

Under Approvals > Process Completion Email, you can configure email templates to trigger email notifications when the final approval status of an entry is approved/denied.
You can configure the Process Completion Email under the following sections:

Configuring the Final Approval Email template

The Final Approval Status is the status of the form entry after crossing all the levels of approval in the Approval Process. If the Final Approval Status of a record is Approved, you can trigger an email notification.
To configure the template for the email to be triggered on final approval,


  1. Navigate to Approvals > Process Completion Email and click Configure under 
    Final Approval Email.

    Process Completion Email


  2. Specify the From and To email addresses, Subject, and Message of the email.
    You can select the email address of your org users as the From address by clicking the Add Sender Email option in the dropdown.
    You can merge values from the form responses in the subject and the message using the Merge Tag.
  3. You can choose to include field uploads, attachments, send a PDF copy of the form entry and add merged documents as attachments to the email.
  4. Click Save.

    To customize your email notifications further and create visually engaging emails, click on Use Advanced Editor. You can include the Form Approval History field to display the approval status of each level for a submitted entry. This field is ideal for notifying users or approvers about the status of a submission across one or more approval levels. It automatically generates a structured table showing each level, the approver(s), and their approval actions with reasons and timestamps. For additional customization options, refer to the Field Properties section for this field.


    Final Approval Email

Configuring the Final Denial Email template

The Final Approval Status is the status of the form entry after crossing all the levels of approval in the Approval Process. If the Final Approval Status of a record is Denied, you can trigger an email notification.
To configure the template for the email to be triggered on final denial,

  1. Navigate to Approvals > Process Completion Email and click Configure under Final Denial Email.

    Process completion email- Denial


  2. Specify the From and To email addresses, Subject, and Message of the email. You can merge values from the form responses in the subject and the message using the Merge Tag.
  3. You can choose to include field uploads, attachments, send a PDF copy of the form entry and add merged documents as attachments to the email.
  4. Click Save.

                                
    To customize your email notifications further and create visually engaging emails, click on Use Advanced Editor. You can configure it in the same way as the Final Approval Email.

    Final Denial Email
Notes
Note: You can send Final Approval and Final Denial emails to specific addresses mapped with assign value on choice-based fields like Checkbox, Dropdown, Radio, Multiple Choice, and Image Choice.