SuiteApprovals Email Notifications Guide

SuiteApprovals automatically sends an email to specific people when a record moves through approval.

Email Notification Matrix

Use the following table to see who gets notified at each workflow stage:

Workflow Stage	Recipients (Approval Rule Uses Employee Hierarchy)	Recipients (Approval Rule Uses Approval Matrix)	Email Notification	Exceptions
Record is submitted or resubmitted	Next approver (or submitter's supervisor) Delegate approver (if any)	First approver in the matrix Delegate approver (if approver has one) If first approver is a role or group, each valid member receives the email	<Record> is waiting for your approval. Please review the attached document file. To approve or reject this document through this email, please click: Approve or Reject Notes: To open the record in NetSuite, click the View Document link below. You can approve or reject this document through this email until <date>. Past this date, please perform this approval action in NetSuite. View Document	The system never emails the group’s address. It sends the message to each member.
			Note: When Email Approval isn't enabled, the system sends this notification. <Record> is waiting for your approval. To open the record in NetSuite, click the View Record link below. Buttons are available on the record to approve or reject it. View Record
Record is resubmitted by a different employee	Employee who submitted the record	Employee who submitted the record	Your <record> has been re-routed. Reference #: <Transaction number> View Record	The system doesn't send a separate email. When the record is resubmitted, it automatically resends the approval request to the next approver.
Record is rejected	Record submitter	Record submitter	The <record> you submitted has been rejected. Reference #: <Transaction number> Access the record to view the reason for rejection on the Approval History subtab. View Record	—
Rejection email sent without a rejection reason	Employee who sent the rejection email	Employee who sent the rejection email	Your approval of <record> has been denied due to the following reason: Invalid rejection reason. Reject reason must be entered in the body of the email. More information is available in the SuiteApprovals help topics in the Help Center.	—
Approver changes the Email Approval ID (EAID) before sending the approval or rejection email	Employee who sent the approval or rejection email	Employee who sent the approval or rejection email	Your approval action has been denied due to the following reason: Tag containing unique string characters in the response email appears to be corrupted or missing. Re-send your response by replying to the original email.	—
Record is approved	Record submitter	Record submitter	Your <record> has been approved. Reference #: <Transaction number> View Record	—
Record is routed	Next approver (or previous approver's supervisor) Delegate approver (if any)	Next approver in the matrix Delegate approver (if approver has one) Role or Group members	<Record is waiting for your approval. Please review the attached document file. To approve or reject this document through this email, please click: Approve or Reject Notes: To open the record in NetSuite, click the View Document link below. You can approve or reject this document through this email until <date>. Past this date, please perform this approval action in NetSuite. View Document	The system never emails the group’s address. It sends the message to each member.
			Note: When Email Approval isn't enabled, the system sends this notification. <Record> is waiting for your approval. To open the record in NetSuite, click the View Record link below. Buttons are available on the record to approve or reject it. View Record
Delegation change	Delegate approver	Delegate approver	<Delegator> has specified you as delegated approver. You have authority to approve records for <Delegator> from <start date> to <end date>.	Delegate approvers also receive emails when employees change or cancel their delegation details.
			<Delegator> has removed you as delegated approver.

Important Things to Note

• The email shows the record submitter as the sender.

• The email shows the final approver as the sender when they approve or reject the record.

• The email attaches the record when you enable Advanced PDF/HTML Templates. Otherwise, approvers click the link in the email to open the record in NetSuite.

• The email shows the employee in the record’s Employee field as the sender if that field is populated

• The email uses the record submitter’s subsidiary language in OneWorld accounts and the account’s preferred language in other accounts.

  These language rules also apply to rerouted or resubmitted records. If the unique ID tag is corrupted, the email is sent in English.

• The system routes the record to the next approver after the first approval or when the record is resubmitted. For more information, see Resubmitting Records for Approval.

• The system may encounter concurrency issues if several approvers reply at the same time. For more information, see Managing the Email Approval Log.

Related Topics

• SuiteApprovals SuiteApp
• SuiteApprovals Terminology
• Prerequisites for SuiteApprovals
• Installing the SuiteApprovals SuiteApp
• Setting Up SuiteApprovals
• Defining Approval Rules
• SuiteApprovals Approval Workflow States
• SuiteApprovals Portlets
• Automatic Approvals
• Project-Based Approvals
• Managing Approvals with SuiteApprovals
• Email Approvals

General Notices