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General Information
The ZoneApprovals SuiteApp provides the option to enable approval by email. This feature allows employees to approve or reject transactions without entering their NetSuite environment. This page explains how you can create a personalized email instead of the standard notification mail the system will use by default.
Email Template Creation
To create a new email template navigate in the main menu to DOCUMENTS->TEMPLATES->EMAIL TEMPLATES->NEW. On this page populate the top fields. An example is provided below. Be sure that you select the option “custom record” for the field labeled “Record Type”.
In the next steps, the subject and actual email will be configured. The email template allows for creating sections that do hold interactive data that originates from the transaction that should be approved. With this interactive data, it is possible to for example include a transaction number in the subject or to include transaction details in the email itself.
Warning
Do not include the predefined keywords in the email template to avoid unexpected behavior with approving or rejecting a transaction
Below is an example how a potential template could look like. Make sure the subject holds the special transaction.id tag and should look for example like this:
#${transaction.id} is waiting for your approval
Important
When creating a custom template the subject must include the tag #${transaction.id}. When this tag is not included the approval by mail will not work.
Boiler Template
Below you will find a boiler template that is a fully responsive email template where as an end user you only need to change the company logo and if needed the social media hyper links. To use the template open it in a regular text editor and copy the contents of the file and past it into the NetSuite design. Do not forget to set the NetSuite editor to HTML.
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Template Preview |
Template Code |
| Advanced template with HTML code | |
See "Approvals Basic.html" at the bottom |
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| Standard template with plain text | |
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Hello NEXT_APPROVER, A ${transaction.type} with the ID #${transaction.id} has been entered in Netsuite that needs your approval. Please, review it and reply with your keyword for approval or rejection as quickly as possible. You can add your approval/rejection reason between #tags Example: YES #this transaction is valid# Why this email. The internal processes have decided that for this transaction your approval is needed. How you can take an action is explained below. Reply to this email with the predefined keywords Login to Netsuite and view the record here: ${transaction.url} If you have questions, please, contact the system administrator. Kind Regards Zone&Co |
Default Tags
Netsuite offers some default tags that can be used to further enhance the email template. The most common options are listed in the table below with the HTML code that can be used in the email template.
| Tag | Explanation |
| To view and approve the record in Netsuite, <a href="${transaction.url}">Click HERE.</a> | This provides a clickable hyperlink that directs the receiver directly to the transaction inside Netsuite. |
Template Data
The ZoneApprovals SuiteApp comes with some special automation that can populate specific data based on “Special Tags” that are defined in the template. When a special tag is inside the template it will be replaced with the actual data it represents. Below is a list of the existing special tags and their purpose.
| Special Tag | Explanation |
| NEXT_APPROVER | This tag will be replace with the full name of the next approver that receives the email |
Approve by Email
When a user receives an email to approve a transaction then this employee can respond to the email with a magic keyword to approve or reject the transaction. It is also possible to provide a reason for the approval or rejection. The user should wrap the reason between hashtags (#). For example a response could look like this: Rejected #The rate on the invoice is incorrect and should be 124#. ZoneApprovals will always store a potentially provide reason, but does not respect the option to make a reason mandatory.
Forwarding Approval Emails
The system has a build in protection that will not allow to forward the approval email to another employee to approve. If this will happen the system will ignore the email from the forwarded employee and will not provide a notification that the request was not processed due to security reasons.