Purchase Order Workflow (Email Notifications)

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Posted on by SU-22040800-0

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I have set up Purchase Order approvals, and am getting the system notifications perfectly fine. I have setup the emails, and am receiving emails, but it is using the template in Workflow parameters:

So the above cannot be setup for individual workflows..

I have setup the PO Workflow to use the above template, and put in my own email information, but it still is not using the information from the workflow, and is using the information in the workflow parameters..

How do i get the system to use the workflow specific text, and not the text in the template in the Workflow Parameters ?

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André Arnaud de Cal... 300,911 Super User 2025 Season 2 on at

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Hi James,

The submission instructions are not used in email templates for approval. These instructions are intended for the users who do submit a document for approval. Have also a look at the documentation: docs.microsoft.com/.../configure-workflow-properties

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SU-22040800-0 2,459 on at

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Hi Andre

Thanks for the response.. But I'm not understanding you completely..

All i am really looking for is an email to the user that is meant to Approve the PO.. Where would i set that up..?

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SU-22040800-0 2,459 on at

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Sorry - maybe another way of asking my question is: Is it possible to have an email sent to the Approver of a PO, with the email subject & body, stating the Purchase Order # in it ?

If so, where can i set that up?

Because currently i can receive an email, but it is based on the "Organization email templates", which is 1 single message to a user (that does not include the PO# or any PO information)

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SouravDam 11,730 on at

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Hello James Solomon,

Please set the email template in below paths.

Organization administration > Workflow > Workflow parameters.

System administration > Workflow > Workflow parameters.

The challenge is; in email template, you cannot dynamically update the PO number every time when a new PO is send for approval.

Instead; you can update the Work item instructions by using the "Insert placeholder" in the workflow element steps.

Here, select the text placeholder as %Purchase orders.PurchId%. This will display the PO number to the approvers.

It will not obviously display anything in email but alternatively the PO number can be displayed to the approvers when they open the PO to take an action on this.

You can add more details in the work item instructions placeholder if you want to display this to the approvers along with the PO number.

For example; I have added the vendor code and name, amount of the PO and in which currency, financial dimensions etc. And it is displaying like below when you open the PO as an approver to take an action.

Kindly check and provide your feedback if this serves the purpose you are looking for (other than email).

Best regards,
Sourav Dam

Kindly mark this thread 'Yes' if this is answered your query which may help other community members in this forum.

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André Arnaud de Cal... 300,911 Super User 2025 Season 2 on at

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Hi James,

There are options to insert placeholders which are variable values based on the content. I don't have an environment running right now to guide you better.

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SU-22040800-0 2,459 on at

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Thanks very much Sourav - I will try find a minute to test this today!

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SU-22040800-0 2,459 on at

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Hi Sourav

%subject% works 100% fine - thank you! To allow dynamic text in the BODY of the email, what should i use as the placeholder?

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SU-22040800-0 2,459 on at

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I found it - it must be %message%

Thanks for all the help

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SouravDam 11,730 on at

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Hello James Solomon,

Just now found your reply and good to know that your case is solved.

Yes you can use %message% in body of the mail.

Best regards,
Sourav Dam

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Community member 100 on at

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Sourav Dam, I found your screenshots very helpful. I'm wondering if the link that you included in your work item for PO approvals is a direct link to the PO or a static link to another page in the environment. If it is possible to link to the specific PO, can you explain how to do that?

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