The Recipients administration screen let you able to setup the recipients of the approval email notifications (Approval Requests and Approval Reply notifications).

If no custom Approval Reply setting is applied, the default behavior is that when an approver approves, rejects, abstains or resets an approval, an email notification is sent to the assignee and to all approvers.

This screen allows to Customize the Default Notification Scheme that will be applied Globally and create specific Notification Scheme that can be applied on a specific Approval Mapping and Single Issue Approval Flow.

Overview

By default, each time an approver provides the approval response, an email notifies the assignee and the approvers.
Here you can customize the Default Notification Scheme that is applied globally and, furthermore, create Custom Notification Schemes to apply on specific Approval Mappings and Single Issue Approval Flow.

The Approval Reply tab looks like as follows:

Customize the Default Notification Scheme

The Default Notification Scheme customization includes the capability to:

  • specify the recipients of the Approval Reply notification by populating the value of any of the available Properties
    • users
    • groups
    • project roles
    • Reporter
    • Assignee
    • Project Lead
    • Approvers
    • users dynamically selected in a multi or single User Picker custom field.
  • specify if the notification will fire case of
    • Every approbation and rejection
    • Complete Approbation
    • Every Rejection
    • Complete Approbation and Every Rejection

Follow the steps below in order to customize the Default Notification Scheme:

  1. Navigate the Approval Reply tab on the Recipients Administration screen 
  2. Edit the Default Notification Scheme
  3. Choose the option Custom Settings
  4.  Populate the value of any of the available Properties in order to enable those users to receive the Approval Reply notifications
  5. Select when the email notification must be sent
    1. Check the Every approbation/rejection box in order to send the notification each time that an approval changes status (e.g. from pending to approved)
  6. Check the All approbations box in order to send the notification when all requested approvals have been approved

  7. Check the Every Rejection box in order to send the notification each time that an approval is rejected 

    The two options Every Rejection and All approbations can be selected together or singularly.

    The option Every approbation/rejection excludes the possibility to select the other two options.

  8. Click Save to persist changes

Configure Notification Scheme

The Notification Scheme customization includes the capability to specify expressions identifying the recipients of the Approval Reply notification for each of the following distinct event:

  • Every Approbation
  • Every Rejection
  • Every Abstention
  • Complete Approbation
  • Automatic Transition on Approbation
  • Automatic Transition on Rejection.

Follow the steps below in order to setup a Notification Scheme:

  • Navigate the Approval Reply tab on the Recipients Administration screen 
  • Click Add Notification Scheme or Edit an existing one

  • Fill out the Notification Scheme Name (Required) and the Description (Optional)
  • Click the icon associated to the Event that will trigger the notification

  • Navigate on Approval Mapping Advanced Setting administration screen (Or Single Issue Approval Flow administration screen) in order to apply the Notification on the desired Approval Mapping (or Single issue Approval Flow)

In this section

Related Documentation

Here you can find some links to our customer documentation relating some topics addressed in this page:

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