Approval Settings: Global Email & Super-Approver Options

Abstract

Approval Settings define the global configuration for managing approval workflows in NetSuite using the SquareWorks Approval Workflow Automation (AWA) tool. These settings control how approval-related emails are handled, who can perform high-level approval overrides, and how email responses are processed. Proper configuration ensures that email approvals function reliably and securely while providing administrators control over user roles and approval logic.

This article walks administrators through the process of configuring global approval settings for vendor bill approvals.

Accessing Approval Settings and Configuring Email Routing Options

Before configuring advanced approval settings, you’ll need to access the global Approval Settings page and define how approval emails are routed. This section covers how to locate the settings, enable editing, and specify the system email address used for sending and receiving approval-related messages.

Follow these steps to access and configure the Approval Settings:

1. To begin the process, navigate to Setup, hover over Approval Workflow Automation, and select Approval Settings:

   

2. Once the AWA Approval Settings screen loads, click the Edit button to enable editing of the configuration values:

   

3. To properly route approval responses, locate the EMAIL CAPTURE ADDRESS field and enter the email address used to send all approved or reject responses back to NetSuite — this should match the address configured in the Email Plugin:

   

4. Next, to define the sender identity for all approval emails, go to the SEND EMAILS FROM section and select an employee from the dropdown — ideally, a general user (e.g., SquareWorks Automate) that has been set up in NetSuite for this purpose:

   

   Note: This email address is used strictly for routing purposes and does not require replies. To prevent disruption from employee turnover, avoid using real employee accounts — assign a dedicated, non-personal (dummy) email address instead.

5. To assign users who can act as super approvers, locate the SUPER APPROVER ROLES section and select one or more roles — preferably limited to senior roles such as Administrator or AP Lead:

   

   Note: Since Super Approvers can skip entire workflow steps or change the approver manually, restrict access to a trusted few.

6. Then, to prevent email disclaimers from appearing in approval comments, go to the Advanced Settings tab, locate the INBOUND EMAIL END OF MESSAGE KEYWORD field, and enter a keyword that designates the end of an email message:

   

7. To maintain the standard form layout for Administrators, check the DISABLE FIELD DISPLAY CHANGES FOR ADMINISTRATORS box:

   

   When enabled, AWA will not alter field visibility for Admins — fields like the native “Next Approver” will remain visible even if hidden from other users.

8. On the EMAIL DOMAIN SYNONYMS section, add any new domains as synonyms to support email approvals after a domain change — this ensures the system continues to recognize approval responses without requiring updates to individual user records:

   

   Note: For example, if email addresses change from @bankofamerica.com to @bofa.com, add bofa.com as a domain synonym to maintain approval functionality.

9. To stop all approval processing, check the INACTIVE box to inactivate approvals:

   

10. Next, check the EMAIL REJECTION REASON REQUIRED checkbox to require approvers to enter a reason when rejecting via email:

    

    Note: Since email-based approvals allow users to act without logging into NetSuite, this setting ensures a comment is still captured. While the platform cannot verify the authenticity of the reason, an entry is required for the rejection to go through.

This concludes the configuration steps for Approval Settings.