Approve

21 Oct 2024
4 Minutes to read

Approve

Updated on 21 Oct 2024
4 Minutes to read

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To Configure Approve as action for a record, refer to the following:

Workflow of Approve

Approve Mechanism

The system should check if the record is in the Approval stage or not. If it's not in the approval stage, then the Approval action doesn’t qualify for the record and the system will check the next action.
If the record is in the approval stage, then it will check if the sender of the mail is mapped as an approver for the record.
If the sender is not mapped as an approver, then the system disqualifies the Approval action for the record and checks the next action.
If the sender of the mail matches as an approver, then the system will proceed to check for the Approval Configurations defined in the action for the record. As per the configuration, the system will check if the configured Approval Keywords match the content of the mail and also will check if the mail content needs to be updated in any of the fields of the record.
If any approval keyword matches, then the system will update the record with the mapped Approval Action.
If the keyword does not match, then the system will check for the next action.

Configure Approve

The Approve section can be configured in various steps as described in the following:

Record Identification - Mailbox Configuration

Record Identification will help the system to identify the records that need to be updated based on Record ID and Unique ID.

To configure Record Identification - Mailbox Configuration, perform the following:

Select an option from the dropdown field named Process Emails based on.
Multiple options can be selected.

Following are the list of options:

Figure: Approve Record - Multi-select field

Record ID

If Record ID is selected as the option, then this sub-section displays one more field with checkbox control. This is floated from the Mailbox Configuration.

Select Record ID.
An additional field Identify Record from Email is displayed.
Notification Approve Record
By default, the Subject is selected as a target to identify the Record ID from the email.

Record ID Functionality

When this option is selected then the system will check for the presence of any Record ID in the Subject of the email.
If any value similar to the Record ID is found, then the system will try to match the found value with the Record ID available in the system for the selected module.
If the exact match is found, then the configured action will be applied for the record if the conditions defined in actions are met.

Unique ID

To configure processing of email based on Unique ID, perform the following:

Select Unique ID from the Process Emails based on dropdown list.

Figure: Approve Record - Unique ID

Unique ID Functionality

If the Unique ID is selected as an option, then the system will check if the configured data matches any of the previous emails in the mailbox.
Each email will have a Unique ID attached to it. The system must identify that ID and match it to the record to which it is linked.
Once the record is identified and the conditions match then the respective action will be applied to the record.

Note
Click on bulb icon to view info message about the Unique ID. Upon performing this action, following message is displayed.
This is referred to the unique ID in the email when the email is originally generated.

Approval Configurations

Configures the approval keywords and where the approval mail should be updated in the record.

To configure the approval, perform the following steps:

Expand the Approval Configurations section.
Figure: Approval Configurations

Following sub sections are displayed:

Configure Approval related keywords

Expand Configure Approval related keywords.

Figure: Configure Approval Related Keywords

Field	Description
Fields	This is populated with the two dropdown values Body and Subject. Selecting either of them will apply to the respective part of the email.
Operator	The operator will always have only one value named Contains and this field is greyed and cannot be edited.
Keyword	Add one or more Keywords separated by comma.
Approval Action	Select an Approval Action from the dropdown. and the list contains all the approvals configured for selected Module and Table. Example: Approve, Reject, On-Hold etc.

Click + icon to add multiple approval related keywords or delete icon to delete the configured approval keyword.

Approval Keyword Functionality

From the above details you can configure the keywords and select from where the keywords must be considered. Accordingly, map it to the Approval Action.
You can select the Field value that directs the system to consider the Keyword from either Body or Subject of the email.
In the Keyword field one or more keywords is defined.
All these defined keywords is mapped to any one of the approval action available for the module and table.
If the system finds a matching keyword that is defined here from the email, then the record will be updated as per the defined approval action.

Update the Email Content in the record

Expand Update the Email content in the record section.
This contains Field dropdown, select a value.

Figure: Update the Email content in the record

Note
This section will display all the Textbox, Text Area and Attachment Controls of the record in a dropdown.

The system should update the entire content of the mail to the selected field of the record.

If any Attachment control field is selected, then the system will attach the entire email to that field.
If any Textbox or Text area is selected, then the entire content of the email will be added on to the field.

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Table of contents

Workflow of Approve
Configure Approve