Enabling email approval

You can enable email approval so that users can accept, reject, or take other actions on cases through email without logging in to the application. You can also extend the email template and configure the fields that are displayed in the email that is sent to recipients.

Email approval requires that you have configured an email account and listener that can create and manage work objects.

1. Click a step in the Case Designer that uses the Approval shape.

   You can also double-click the Approval shape in a flow; however, the Process Modeler uses labels that are different from the labels in the steps below.

2. Indicate how the approval step is routed at run time.

To use the worklist of another user in your application, complete the following steps:

1. In the Approval flow type list, select Single level.

2. Click Specific user.

3. Select an option from the first list that is displayed to indicate how your application finds the specific user.

4. Select an option from the second list that is displayed.

   This list is populated with either the names of users or user references, based on the selection that you made in the first list.

To use the worklist of the reporting manager, which is defined in the Reports to field on the Operator ID form of the user who is currently processing the case, complete the following steps:

1. In the Approval flow type list, select Single level.

2. Click Specific user.

3. Select Reporting Manager.

To use a reporting structure, complete the following steps:

1. In the Approval flow type list, select Cascading.

2. In the Approval based on list, select Reporting structure.

3. In the Approval to be complete by list, select a manager who is the first person in the reporting structure to review the case.

4. Expand the Approval Level section and click an option to indicate how many approvals are required for each case.

   Options include:

   • One — Only the manager that you specified in the Approval to be completed by field must approve the case.

   • All — The entire reporting structure, starting with the manager that you specified in the Approval to be completed by field, must approve the case.

   • Custom — A variable number of reviewers must approve the case, based on a list of when conditions.

5. If the approval level is Custom, click Update custom levels and enter values in the When and Levels of approval fields.

   For example, you can require approval by two managers in the reporting structure when a purchase order exceeds $25,000.

To use a list of reviewers, complete the following steps:

1. In the Approval based on list, select Authority matrix.

2. Optional: Enter the name of a decision table in the Decision table for matrix field that returns a list of reviewers.

3. In the Page list property field, enter the name of a page list that contains a list of reviewers.

   Tip: If you do not provide a value in the Decision table for matrix, ensure that this page list is populated by other means, such as an activity or data transform, before the case is processed.

4. In the Approver property field, enter a single-value property that uniquely identifies the reviewers in the page list.

You can also enable email approval when you route the approval shape to a user in the Process Modeler. See Advanced settings in Process Modeler for the Approval shape.

3. Select the Enable email approval check box.

4. Optional: Click Configure email template to open the correspondence rule, which you can configure to customize the email template.

5. Optional: Add or remove the fields that appear in the email that is sent to recipients.

Complete the following steps:

1. Click the Views tab and then click a view that displays the Dynamic view icon.

2. If you are configuring the dynamic view for the first time, click Edit this view to open the editor for the view.

3. Click the Review view.

4. Update the view by adding, removing, or reordering fields that users interact with at run time.

   Some field types, such as field groups and data references, are not displayed because they are incompatible with dynamic views.

   You cannot change the name, type, or configuration of fields because they are read only.

5. Click Submit.

The Review view also displays case information to users after they finish processing cases. Changes you make to this view are reflected both in the approval email and in the summary of case information.

Notes: If you have multiple approval steps within a case type, the same view is used for all emails.

If the view has an attachment field type, and a file is attached to the Review view, the attachment is sent with the approval email.

6. Click Save.

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