Our Approval Reminders Automation lets you set reminders to go out to selected approvers daily until the document is approved or rejected. Control both when the automation should start, and which approvers are relevant.

Prerequisites: Approval Reminders Automation

In the Approver Setup screen, ensure that the approver's email is correct and they are set to receive email notifications.

User Permissions

Automations can only be set up by Finance Users.

In the Maintain User Profile screen, the following permissions should be enabled as needed:

• Automation: This gives access to the Automation listing grid without permission to create new or edit existing automations.
• Add/Edit Automation: Select this in addition to the Automation permission to allow users to create new and edit existing automations.

For more on setting user permissions, see Create & Manage Users.

Other Automations

In addition, we also offer a PO Emailing Automation that lets you automate email notifications for suppliers (and requesters) whenever a PO is approved, deleted, or cancelled. The email notification contains the relevant document and PO details. See Auto-Emailing PO Automation.

See:

▶️ Approval Reminders (18.6N) - AIQ Academy

▶️ PO Emailing Automation (18.5N) - AIQ Academy

📗 Approval Workflow Setup 

📗 Company Details & Settings 

1. Go to Setup >  Automation. 
   
2. Click on New Automation. 
3. Select Approval Reminders and click Next. 
   
4. Click Rules and Conditions and give the automation a name. This must be unique or the automation cannot be saved.
   
5. Under When:
   • Choose which document types reminders should be sent for: purchase orders, invoices, or credit notes.
   • Decide how many days after a document reaches an approver that they should receive their first reminder. Reminders will then be sent daily from then until the document is approved or rejected.
     • Note, partial days are not counted as a day. For example, if a document reaches an approver on Monday 14:00 UTC and the reminder timing is 1 day, the first reminder will be sent on Wednesday after 07:00. 
     • Reminders will be checked once a day (7 days a week) and sent between 07:00 and 19:00 UTC. 
        
6. Under And if, select the approvers, either individually or using Select All. Clicking Select All will only select the available approvers. If an approver is already selected in another approval reminders automation that included the same document type, they cannot be selected here.  
7. A preview of the reminder email will appear automatically for review. This cannot be edited. Either save the automation as a draft or activate it if you are ready to start sending reminders.
   

The Automation listing grid lets you view and manage your automations. The grid can be filtered, columns added, or removed, and the results exported to Excel. 

Actions

Under Actions, you can perform the following:

• Edit: Click to edit an automation. Alternatively, click on the blue hyperlink. All details can be edited. As pending reminders are checked by the system daily, updates will come into effect the following day. Click Save when finished.
• Activate/Deactivate: Use these to toggle the automation's availability on or off. Automations that have already sent reminders can't be deleted, but can be deactivated.
• Delete: Only automations that have not been used to send reminders can be deleted. 
• Export Automation Log: This exports a CSV file to analyse any automation failures.
• Send a Test Reminder: Check that you have set up everything correctly by sending yourself a test reminder. No other users will receive the reminder.
  

Advanced Filters

1. Click the advanced filter icon at the top of the grid.
2. Select as many filter criteria as needed. These are based on the grid's column headings.
3. Click Apply Filter to view the results or Clear Filter to start over. 

Viewing All Automated Emails

To view all emails sent, go to Email Log in the side navigation. 

The Email Log contains a record of all emails sent, whether manually or using automations. Automated approval reminder emails will have the Subject “Pending Approval Reminder”. Use the Reference search field to find entries relating to your transaction by entering the transaction reference number.