The email notifications that are sent between users according to the document approvals setup are based on email templates defining which fields and text to show in the notification.
The email template is an HTML file that you can export from Microsoft Dynamics NAV, edit in Word, for example, and then import back to the program where it then defines the content of approval notifications sent between users in the database.
The following default notification email template is shipped with the standard product:
The parameters represent the following variables when used for sales approval notifications:
The parameters represent the following variables when used for purchase approval notifications:
A sales approval notification based on the default template looks approximately as follows:
Note: The program automatically inserts variables in the notification according to the approval action and document type that it notifies about.
If the default mail template for approval notifications does not fit your needs, you can export, edit, and import it as described in the following procedure.
To Set Up a Mail Template for Document Approval Notifications
Begin by exporting the default mail template to a folder on your computer.
1. From the navigation pane, click
Administration, and then click
Application Setup
2. Click
Document Approval, and then click
Approval Setup.
3. In the
Approval Setup window, click
Mail Templates, point to
Approval Mail Template, and then click
Export.
4. Give the HTML file a name, such as “notification mail.htm”, and save it in any folder.
Proceed to edit the template to define which fields to include in approval notifications in your company.
1. Locate the exported template file.
2. Right-click on the file, point to
Open with, and then click
Word (or
Note Pad).
3. Edit the template by adding, changing, or removing variables to define the notification content you want.
4. Save and close the HTML file.
Finish by importing the changed template.
1. From the navigation pane, click
Administration, and then click
Application Setup
2. Click
Document Approval, and then click
Approval Setup.
3. In the
Approval Setup window, click
Mail Templates, point to
Approval Mail Template, and then click
Import.
4. Select the HTML file you edited in the previous steps, and then click OK.
5. Click
Yes to overwrite the existing mail template in the database.
Overdue Mail Template
To define the content of reminder emails to users concerning overdue approval actions, follow the same procedure as for notification mails, but begin by clicking
Mail Templates, and then point to
Overdue Mail Template in the
Approvals Setup window.
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Soren Groes-Petersen
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