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SpendMap User Guide (v14.5)

REQUISITIONS AND APPROVAL > Setup system > Requisitions approval rules > E-mail approval settings

 
With SpendMap's E-Mail Approval, you can approve and reject/deny requisitions right from the body of the e-mail notifications that you receive from SpendMap, without having to log in to the system.

For details on how this fits into the overall requisition approval process, please see Requisition Approval Routing.

When you use this optional feature, SpendMap will send an HTML e-mail to the Approver(s) with the same sort of information that you see on the Requisition Approval Screen in SpendMap. When the Approver clicks the [Approve] or [Reject] buttons in the e-mail itself, a response e-mail will be sent back to SpendMap, which will update the requisition accordingly.

The HTML e-mail messages are "mobile-responsive", so you can approve orders quickly and easily on your smartphone or tablet while out of the office, whether connected to the Internet or not.

Click to view full-size image

Click to view full-size image

The e-mail notifications can also be customized to your needs, so the e-mail messages in your system may not look exactly like the sample above.  Please contact SpendMap Client Services if you would like fields added or removed.

This fast and easy way of approving requisitions will be useful in many/most cases but there may still be times when your requisition Approvers will still want to log in to SpendMap to access more advanced functions.  For example, they may need to modify the requisition, add additional approvers, or approve/reject individual line items (e-mail approvals can only be used to approve/reject the ENTIRE Requisition). Therefore, there is also a link to "Log in to SpendMap" at the bottom of the e-mail, to access the advanced options from within SpendMap itself.

IMPORTANT: Requisition Approvers must NOT modify the subject line of the response e-mail that is sent back to SpendMap, as it contains special information needed by SpendMap to process the request. If needed, Approvers can enter notes in the body of the response e-mail itself (between the special line indicators), and their comments will be added to the Internal Notes for the Requisition.

hmtoggle_arrow0        A note on "stale" data

hmtoggle_arrow0        Other requirements and setup

 

E-Mail Approval Settings Screen

This screen is used enable and configure the E-Mail Approval feature, as described above.

Use the [Test Account Settings] button at the bottom of the screen to ensure that SpendMap is able to connect to the e-mail account specified.

hmtoggle_arrow0        IMPORTANT:  A dedicated e-mail account is required for this feature