Approval workflow notification e-mails

In the Approval workflow, notification e-mails are sent in response to operations such as application, approval, and rejection.
This page summarizes, for each operation, who receives the e-mail, which setting controls its delivery, and which message template is used.

Overview

Item	Description
Target	Notification e-mails sent in response to approval workflow operations
Related settings	[E-mail notification] on the [Basic settings] tab, and [E-mail notification] for each approver on the [Flow settings] tab
Editing e-mail bodies	[E-mail settings] on the [Basic settings] tab (approval request e-mails only), and [Message template]

Recipient types and controlling settings

Approval workflow notification e-mails are sent to the following three types of recipients.

Recipient	Controlling setting
Applicant	None. E-mails to the applicant are sent regardless of the settings.
Approvers	[E-mail notification] for each approver on the [Flow settings] tab. E-mails are sent only to approvers with this option checked.
E-mail addresses in the basic settings	[E-mail notification] on the [Basic settings] tab. When [Notify] is selected, e-mails are sent to the addresses entered in the field.

Depending on the [Approver settings] on the [Flow settings] tab, the following members are treated as approvers.

• Group: Members of the specified group
• Member: The specified member
• Custom member filter: Members matching the custom member filter

caution

Even if [E-mail notification] on the [Basic settings] tab is set to [Don't notify] and all [E-mail notification] checkboxes on the [Flow settings] tab are cleared, e-mails to the applicant are still sent.
For the operations that send e-mails to the applicant, see the [Applicant] column in Notification e-mails by operation.

note

For each type of notification e-mail, if the same e-mail address matches multiple recipients (for example, when the applicant is also an approver), only one e-mail is sent to that address.
When a single operation sends multiple types of notification e-mails (for example, an approval when there is a next phase), each type is sent separately, so the same address may receive more than one e-mail.

Notification e-mails by operation

In the table, "Yes" indicates that the e-mail is sent to the recipient, and "-" indicates that it is not.
Recipients other than the applicant receive e-mails only when the settings described in Recipient types and controlling settings are enabled.

Operation	Subject	Applicant	Approvers	E-mail addresses in the basic settings	Message template identifier
Application	[Subject] in [E-mail settings] on the [Basic settings] tab	-	Approvers of the first phase	Yes	None ([Body] in [E-mail settings] on the [Basic settings] tab is used)
Approval (all phases)	Notice of approval	Yes	Approvers of the approved phase	Yes	approvalflow/approve_finish
Approval (approval request to the next phase)	[Subject] in [E-mail settings] on the [Basic settings] tab	-	Approvers of the next phase	Yes	None ([Body] in [E-mail settings] on the [Basic settings] tab is used)
Rejection to the applicant	Notice of rejection	Yes	Approvers of the phase that rejected the application	Yes	approvalflow/approve_reject
Rejection to an intermediate phase	Notice of rejection	-	Approvers of the destination phase	Yes	approvalflow/approve_reject_phase
Rejection to another workflow	Notice of workflow transfer	Yes	Approvers of the first phase of the destination workflow	Yes (settings of the destination workflow)	approvalflow/approve_flow_move
Withdrawal	Notice of withdrawal	-	Approvers of the phase currently awaiting approval	Yes	approvalflow/approve_withdraw
Scheduled publication of approved content	Successfully published upon approval	Yes	Approvers of the last approved phase	Yes	approvalflow/scheduled_publish
Alert waiting for approval	Alert waiting for approval	-	-	Yes	approvalflow/approval_alert

Approval

The "Notice of approval" e-mail (approvalflow/approve_finish) is sent each time [Approve] is clicked in any phase, not only in the final phase.
When there is a next phase, an approval request e-mail is also sent to the approvers of the next phase and to the e-mail addresses in the basic settings.

Rejection to another workflow

The approvers and the e-mail addresses in the basic settings of the destination workflow are used. E-mails are not sent to the approvers or the basic-settings e-mail addresses of the source workflow.

Scheduled publication of approved content

When content is approved with a publication date and time, this e-mail is sent once that date and time arrives and the approved changes are applied to the content.

Alert waiting for approval

This e-mail is sent only to the e-mail addresses in the basic settings when all of the following conditions are met.

• The workflow [Status] is enabled.
• [Notify] is selected for [E-mail notification] on the [Basic settings] tab, and a value of 1 or more is entered in [Days until alert].
• Approval has not been completed after the number of days specified in [Days until alert] since the application.

This e-mail is sent once a day, and is sent every day until the approval is completed as long as the conditions are met. The sending time is displayed below [Days until alert] on the [Basic settings] tab.

Editing e-mail bodies

The subject and body of the approval request e-mails sent upon application and to the next phase are edited in [E-mail settings] on the [Basic settings] tab.
For the other e-mails, edit the template with the corresponding identifier in [Message template]. For the variables available in message templates, see List of available variables in the Message template.

Related documents

• Approval workflow
• How to use Approval Workflow
• Message Template
• List of available variables in the Message template