Customizing approval emails

Out of the box, approval emails contain basic information about the request that requires an approval. You can customize the fields that are displayed in approval emails.

For information about modifying the format of the emails, see Customizing the templatein the Remedy AR System documentation.

To customize the content of approval emails

1. Log on to a browser as a Remedy AR System administrator and open the SYS:Notification Messages form.

   

2. Locate the notification message that is defined for email approvals for the application:

   Application	Notification message
   Asset Management	AST-APR-ApprovalNTForIndividual
   Change Management	CHG-APR-ApprovalNTForIndividual
   BMC Service Request Management	SRM-REQ-Approver_Notification
   Release Management	RMS-APR-ApprovalNTForIndividual
   Knowledge Management	RKM-APR-ApprovalNT

3. Update the text in the Email Message Body box with the customized email content.
   Use HTML tags to create and format the email message content.

   Example

   In the following code, basic HTML tags have been used to format the data. #Date Required# and #Description# indicate the display of the Date Required and Description fields in the email.

   <td><table width="100%" cellpadding="0" cellspacing="10">
   <tr><td width="40%" valign="top" align="left">
   <font face="Tahoma, sans-serif" size="2">
   <strong>Requisition ID:</strong></font></td>
   <td width="60%" valign="top" align="left">
   <font face="Tahoma, sans-serif" size="2">
   <a href="http://<serverName>:port/arsys/forms/<arSystemServerName>/
   AST:PurchaseRequisition/?eid=#Requisition ID#">#Requisition ID#</a>
   </font></td></tr>
   <tr><td width="40%" valign="top" align="left">
   <font face="Tahoma, sans-serif" size="2">
   <strong>Date Required:</strong></font></td>
   <td width="60%" valign="top" align="left">
   <font face="Tahoma, sans-serif" size="2">
   #Date Required#</font></td></tr>
   <tr><td width="40%" valign="top" align="left">
   <font face="Tahoma, sans-serif" size="2">
   <strong>Description:</strong></font></td>
   <td width="60%" valign="top" align="left">
   <font face="Tahoma, sans-serif" size="2">
   #Description#</font></td></tr>
   </table></td>
   

4. To include additional fields in the email message, click the down arrow next to the Email Message Body field and select a field from the list.
    To add fields that are not listed, see the details for the SYS-Notification Messages form in System Events and Message Catalog for the Notification Engine.
   Field names are enclosed in # tags.

   Important

   For fields that you select from the list, notification workflow translates the field variables into the actual field contents before sending the notification message. If you add fields that are not in the list, notification workflow must be customized. For more information on email fields and workflows, see Defining a workflow to send email notificationsin the Remedy AR System documentation.

5. Save the form.

Your approval email message will display the fields that you included in the Email Message Body field.