Configuring Approval by E-mail
Approval process often includes a number of top-level employees (CEO, CFO, etc.) who may not be active users of the system. In this case, it would be convenient to send such users an e-mail, in which they could both view the details of the request (busines trip notice, invoice, etc.), and make their decision by clicking on a button, without having to enter the system.
In CMW Tracker it is possible to configure this setting using the system functionality (messages, triggers).
1. Configure Communication channels in the «Administration» section: incoming and outgoing.
2. Go to the current workflow scheme, and in the settings of the step where approval takes place go to «Custom Notifications» tab and click «Add Notification».
- Select outgoing E-mail channel that you created earlier;
- Add a condition for sending e-mail, if needed.
- Select a recipient from the list of internal users (or roles in the process) or enter default E-mail addresses.
- Enter the sender name.
- The subject of the message must contain the identifier of the current record in the format [#{id}], so that when the system receives a reply e-mail, it understands to which request the reply refers to. For example: Application [#{id}].
- In the e-mail body of the message enter the desired message in the code mode, substituting the variables, e-mail channel and text that you need. Example:
- If necessary, check the box to include task attachments in the notification, or attach the necessary documents yourself.
- Save the settings.
3. Set up a trigger on receiving e-mail depending on the decision received perform certain transition in the process to move it forward.
An example of a condition for a transition: MATCHES ($$incomingMessage->cmw.message.incoming.bodyLine1, "APPROVE")
4. Test.