Our Approval Reminders Automation lets you set reminders to go out to selected approvers daily until the task is actioned. Control both when the automation should kick in, and which suppliers are relevant.

In addition, we also offer a Auto-emailing PO 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.

Prerequisites: Approval Reminders Automation

In Workflow Approval, ensure that the approver's email is correct and they are set to receive email notifications.

User Permissions

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

• Automation: This gives access to Automation listing grid without permission to create new or edit existing automations.
• Add/ Edit Automation: This allows user to create new and edit existing automations. Automations can only be set up by Finance Users.

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

See:

PO Emailing Automation (18.5N) - AIQ Academy

Workflow Approval 

Company Details & Settings 

Create & Manage Suppliers 

1. Go to Setup >  Automation. 
   
2. Click on New Automation. 
3. Select Approval Reminders and click Next. 
   
4. Select Rules and Conditions and give the automation a unique name. 
   
5. Under When:
   • Decide whether approval reminders should be sent for purchase orders, invoices, or credit notes. Select as many options as required. 
   • Set the number of days before the approval reminders kick in. Reminders will then be sent daily from then until the approval is actioned.
     • Note, partial days are not counted as a day. For example, if an approval is sent on Monday afternoon and the reminder timing is 1 day, the first reminder will be sent on Wednesday. 
     • The time approval reminders are received will vary. Between 7 am and 7 pm, batches of 100 reminder emails will be sent out every 15 minutes. 
        
6. Under And if, select the approvers, either individually or using Select All. If the approver is selected in another approval reminders automation for the same document type, it will not be possible to include them in another automation. 
7. A preview of the reminder email will appear for review. 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: To edit automations, click on the blue hyperlink. All details can be edited. Click Save when finished.
• Activate/Deactivate: Use these to toggle the automations availability on or off. 
• Delete automations: Only automations that have not be used can be deleted. 
• Export Automation Log: View any automation failures.
• Send a Test Reminder: Check that you have set up everything correctly by sending a test reminder.

Advanced Filters

1. Click the advanced filter icon
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. 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”.

Viewing Automated Emails for a Transaction

To view the Email log for a specific transaction only, go to the relevant listing grid and select Show Email Log in that transaction's Action dropdown. 

The Email Log will open for that transaction only. Click Return To Orders to go back to the listing grid.