Request Approved Email

katwilliams

This was asked several years ago but I'm hoping to see if there is any update. There is an automated email that goes to the Traveler when a Travel Request is approved. Is there any way to customize this email? Specifically, I'd like to add an attachment that goes with it that notes some of our most important travel policies.

PoojaKumatkar

Hi @katwilliams ,

Just to confirm—are you referring to the status change email notification for a travel request (Request module), along with a print copy of the request included as an attachment?

If possible can you please provide here that email notification full screenshot for my reference purposes.

Customizing the email notification is possible with a limited number of additional fields. If you can provide the requested inputs mentioned above, I can try to test feasibility from my end and confirm.

Below is the similar community post created for the Invoice module email notification which I have resolved yesterday. You may or may not be able to access it if you are not part of Admin Group. But just sharing link for reference purposes.

https://community.concur.com/t5/Admin-Group-Forum/Invoice-Approval-Notification-Email/m-p/114266#M18...

Thanks!
Regards,
Pooja

katwilliams

Yes, that is the email I'm referring to, though ours don't include a print copy of the request or any other attachments currently. I would like to add an attachment of our "Top Ten Travel Reminders" so that people receive those when their trip is approved.

PoojaKumatkar

Hi @katwilliams ,

May I know what is "top ten travel reminders" you are referring to? Is it any kind of exception messages or some custom field information or something else?

Can you please provide supporting sample approved request screenshot where it will be visible? This will give me some idea to relate few things which you want to add in attachment.

Thanks!
Regards,
Pooja

katwilliams

It's just a Word or PDF document that we created. I'd like it to be attached to the email. It's two pages, so just a screenshot wouldn't work.

PoojaKumatkar

@katwilliams ,

Does that mean it's additional company specific document (Not a actual print copy of user created travel request) that you would like to attach as an attachment in email notification. Does my understanding is correct?

Thanks!
Regards,
Pooja

katwilliams

Yes, that is correct. The user didn't create it - we are trying to provide them additional information about policies before they actually travel, because many of them are violating our policies and then claiming they didn't know about them.

PoojaKumatkar

@katwilliams ,

I'll try to do some experiment on this but let's say somehow we manage to make this work but there is a certain limitation on number of characters that can included in print attachment then is it possible for you to make that document short?let's say within 10 lines.

In addition to this, you mentioned many users are violating policies so are we generating any exception message for this in request? Let's say my allowed limit for airfare is 1000 USD and im requesting 2000 USD and hence warning msg got triggered in request. Now since in this scenario I have already violated policy, this violation exception msg should get print in attachment.

Thanks!
Regards,
Pooja

katwilliams

There is no way we could get it down to just ten lines, that was why I wanted the PDF file attached to the email.

The violations are mostly caused by people booking things outside of Concur, so it doesn't cause an exception. For example, we don't allow booking through third-party sites like Expedia or Hotels.com, but I've had two people just today submit for reimbursement with Priceline and one with Expedia. They claim they didn't know. But if they receive a copy of the Reminders as soon as the Travel Request is approved, they won't be able to say they didn't know.

PoojaKumatkar

@katwilliams ,

I understand your concern. However, attaching an external PDF document to the email notification is not feasible.

As per the standard design, there is typically an option to include a print copy of the request within the email notification. In this case, instead of printing the request details, I will explore the possibility of embedding around two pages of information (such as the company policy) within the same PDF document.

This will be an experimental approach. After testing, I will confirm here whether this indirect method works and meets your requirements.

Hyperlink option - This is noted. Let's see.

Thanks!
Regards,
Pooja

katwilliams

Maybe instead of the "Link to Request Processing" that is currently at the bottom of the email (which doesn't work anyway), we could change that to "Please Read This Before Booking Any Travel" and have a link to the document?