Sending Email Notifications in Approval Process
Notify users when they are added as approvers
When users within your organization are added as approvers in a level, you can choose to notify them by sending them an email with a link to the form for which they have been added as approvers.
To do so,
-
While setting up a level of approval, select Notify your users when they are added as approvers under Notifications.
-
Click Configure Now and customize the email template as required.
Notify approvers when a new record is submitted for approval
When a record is submitted for approval in a level, you can notify the approvers in that level by sending them an email with a link to the record that they have to approve.
To do so,
-
While setting up a level of approval, select Notify approvers in this level when a new record is submitted for approval under Notifications.
-
Click Configure Now and customize the email template as required.
Notify respondents/approvers when this level is marked as complete
When a record is approved in a level and passed on to the next level, you can choose to update the status of approval to your respondents and approvers by sending them an email.
To do so,
-
While setting up a level of approval, select Notify respondents/approvers when this level is marked as complete under Notifications.
-
Click Configure Now and customize the email template as required.
Configuring the Final Approval Email template
-
Navigate to Approvals tab
> Approval Settings
and click Final Approval Email.
-
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.
-
You can choose to send a PDF copy of the form entry and merged documents as attachments to the email.
-
Click Save.
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,
-
Navigate to the Approvals
tab
> Approval Settings and click Final Denial Email.
-
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.
-
You can choose to send a PDF copy of the form entry and merged documents as attachments to the email.
-
Click Save.
Configuring email template for Microsoft 365 approvers
-
While setting up a level of approval and configuring the email notification template under Notifications, click
near the Message section to create the template.
-
Personalize the
Email Header
and
Email Footer
messages of the template.
- Under Choose Record Summary Header Fields, select from the Name, Phone, Email and Address fields in your form that you wish to display as record summary header in the email notification.
-
Under Choose Form Fields, select the form fields to be displayed as a summary inline and enter a Display Name for each selected field.
-
If the approver uses Zoho Forms app in Microsoft Teams, you can choose to send the approval notifications to the Microsoft Teams channel with actionable cards to approve or deny the request each time a form entry is received as shown.
Note: To start receiving the notifications in the Microsoft Teams channel, the approver must give
Setup
command in their personal Zoho Forms App chat.
-
Click Preview in the top-right corner of the template to see how the email renders in real time.
-
Click Done to save this template.
-
When both the Office 365 users and your organization users are added as approvers for the same level, only the Office 365 Users will be notified with this email template.
- If you delete this template, Office 365 Users will receive the email that is configured for the organization users.
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