Email Templates, Follow-Up Rules & Notification Copies

Abstract

Email settings in NetSuite's Approval Workflow Automation determine how users are notified throughout the vendor bill approval process. From reminders for pending approvals to rejection alerts and final approval confirmations, the Email Communication tab centralizes the configuration of these messages. For example, administrators can ensure the right approver receives timely follow-ups or that submitters are informed when their records are approved.

This guide walks through how to assign email templates for different approval events, enable follow-up emails, and configure who receives rejection, approval, or exception notifications.

Setting Email Templates and Follow-Up Rules

Configuration of approval emails includes settings for template selection, display of approval history, and timing rules for follow-up reminders to encourage prompt user action. These settings help standardize communication across approval workflows. Options can be tailored to control subject lines, alert messages, and the frequency of reminder emails.

Follow these steps to configure approval email behavior and follow-up timing:

1. From the AWA Approval Record Type Settings, locate and select the Email Communication tab:

   

2. Then, select a pre-defined set of email templates from the EMAIL TEMPLATE PRESET field for this record type:

   

   Selecting a preset will automatically populate the related template and lookup fields in this tab.

3. To insert approval history in emails, check the INCLUDE APPROVAL HISTORY IN EMAIL TEMPLATES box:

   

   Note: If the email template body includes the {{SW_AEA_APPROVAL_HISTORY}} placeholder, it will be replaced by a table. If not, the table appears at the bottom of the email.

4. Under the Approval Notifications tab, use the dropdown to select the APPROVAL REQUEST EMAIL TEMPLATE used for sending approval request emails. This will be auto-filled if a preset is selected. If not defined, approval request emails will not be sent:

   

5. Next, check the SEND FOLLOW UP EMAILS box to enable follow-up reminders:

   

6. In the FOLLOW UP INTERVAL field, define the number of hours, days, or weeks between reminders:

   

   Note: Emails are not sent on weekends.

7. From the FOLLOW UP PERIOD dropdown, select whether the interval is measured in hours, days, or weeks:

   

8. In the MAXIMUM FOLLOW UP ATTEMPTS field, enter the number of times to retry after the initial message. You can leave the field blank if you want follow-ups to continue without a limit:

   

9. To add urgency to follow-up messages, define a subject prefix in the FOLLOW UP EMAIL MESSAGE SUBJECT PREFIX field. If left blank, the original subject line will be used without a prefix:

   

10. To display an alert banner inside the email, enter text in the FOLLOW UP EMAIL MESSAGE ALERT field. You can leave this field blank if you do not want an alert banner to appear in the email:

    

Defining Notification Recipients and Routing Behavior

Configuration of notification settings includes assigning templates for approved and rejected records, identifying recipients for exception messages, and defining dynamic recipients based on record context. These settings help ensure that the appropriate users are notified of approval outcomes and exceptions.

Follow these steps to configure recipients and templates for approval outcomes and exceptions:

1. From the REJECTION EMAIL TEMPLATE dropdown, under the Rejection Notifications tab, select the template used when a record is rejected. If not defined, rejection emails will not be sent:

   

2. To notify the record’s submitter, enable EMAIL SUBMITTER REJECTION EMAIL:

   

3. Next, to designate someone else, use REJECTION EMAIL RECIPIENT LOOKUP to enter a search column ID. This works like a NetSuite saved search formula and supports join syntax:

   

4. On the Approved Notifications tab, use the APPROVED EMAIL TEMPLATE dropdown to select the template used when a record is fully approved. If this is left blank, no approval confirmation will be sent:

   

5. Enable EMAIL SUBMITTER APPROVED EMAIL if the submitter should be notified when the record is approved:

   

6. Use the APPROVED EMAIL RECIPIENT LOOKUP field to define another recipient based on NetSuite formula logic. Join syntax is supported here as well:

   

7. Then, in the APPROVAL EXCEPTION EMAIL TEMPLATE field, under the Exception Notifications tab, select the template used when a routing error occurs. Recipients can log in and retry the approval, assuming they have access:

   

8. Use the ROUTE EXCEPTIONS TO EMPLOYEES field to select one or more individuals to receive error notifications:

   

9. If you prefer to route to a group, use the ROUTE EXCEPTIONS TO ROLE field. This setting takes precedence over employee selections:

   

   Note: The exception email informs users that routing failed and invites them to retry, assuming they have record access.

10. To define general workflow notifications, use the NOTIFICATION EMAIL TEMPLATE field to select the template used when sending approval notification emails:

    

    Note: This template is only used when an Approval Process Step Definition is configured to trigger notifications. If the step is not configured, the email will not be sent.

This concludes the process of configuring the Email Communication in Approval Workflow Automation.