What email notifications are sent for Approvals?

This article explains how notifications are triggered during the approval process across different modules in the system, and which users receive those notifications.

Modules Included:

• Bid Package

• Budget

• Custom Apps

• Contract/Change Order/PCO

• Documents

• Invoice

• Project Request

• Purchase Order

Notification Triggers by Approval Stage

Helpful Hint: "Beneficiary & Associates" refers to the Awarded To user on the contract, plus any other users that are associated with the same company in their profile. 

• Approval Process Started (Initial Approval)

  • Notification Sent To: The first approver in the sequence.
    
    

• Approved

  • Intermediate Approvals: Notify the next approver.

  • Final Approval:

    • Notifies the Initiator.

    • Beneficiary & Associates (For items in the following modules: Contracts, COs, PCOs, Invoices, and Purchase Orders)

    • Copy To users (if applicable in the above-mentioned modules)

• Rejected

  • Notification Sent To:

    • Initiator

    • Prior Approvers

    • All Rejectors – users who rejected the item, excluding the one triggering this notification

    • Beneficiary & Associates (For items in the following modules: Contracts, COs, PCOs, Invoices, Purchase Orders, Documents, and Project Request)

      Helpful Hint: Approvals for the Bid Package, Budget, and Custom App modules will not notify these parties when rejected.

      
      

• Revise and Resubmit

  • Similar to rejection:

    • Initiator

    • Prior Approvers

    • All Rejectors – users who rejected the item, excluding the one triggering this notification

    • Beneficiary & Associates
      
      

• Reset Approval

  • When using Reset Approval: Notifies the next approver.

  • When using Reset to Default: No email is sent.