Temporary Expense Delegate Approval Emails

[Liam_B]

Scenario:

• User A is the expense approver for Team A.
• User B is an expense approver for a different team.
• User A is taking a vacation. In his absence, User B will handle expense approval tasks for Team A as User A's delegate.
  • User A adds User B as an expense delegate, checks the box for "Can Approve Temporary", and enters the start and end dates of his vacation.
• User B wants to receive approval emails for Team X, but only for the period of User A's vacation.
  • There is no apparent temporary approval email option.
  • If User A does not check the box for "Receives Approval Emails" for the User B delegation, we assume that User B will not receive any approval emails for Team A.
    • Is this correct?
  • If User A checks the box for "Receives Approval Emails" for User B, we know that User B will continue to receive approval emails for Team A until the box is manually unchecked.

I would think it a common requirement for delegated approval notifications to be sent to temporary delegates only during the period of delegation. How can we accomplish this?

[TriciaW]

@Liam_B Hello.  In answer to your question:

• If User A does not check the box for "Receives Approval Emails" for the User B delegation, we assume that User B will not receive any approval emails for Team A.
  • Is this correct?  Yes, this is correct.  Both the "Receives Approval Emails" and "Can Approve Temporary" must be checked in order to receive the email notifications.

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[KevinD]

@Liam_B I looked this up in our knowledge base. The notification that a report is pending the delegate's approval stops after the temporary approval time has expired. Only permanent delegates will continue to receive these emails.

So, all you need to do is let the temporary approval time period elapse. 🙂

[Liam_B]

Hi Kevin,

Our experience is not consistent with what you describe. Our user Marjorie (User B in my previous scenario) received an email notification this morning (May 1, 2024) delegated from user Dean (User A) for a report from Cheralyn (member of Team A).

When I accessed Dean's record in User Administration, I found that his delegation to Marjorie was temporary, with an end date of 8/18/2023.

Am I missing something?

[KevinD]

@Liam_B I found that if the Can Preview for Approver is checked, they will still receive the emails. This option is not tied to the Can Approve Temporary option.

[Liam_B]

Thanks, Kevin. We just tested and found this to be true.

This functionality is not intuitive based on the UI. Can you describe the exact functionality of "Can Preview for Approver" and its intended use case?