Create Email Templates

Create Approval Related Email Templates

Across your Send360 related approval workflows, typically 4 unique email touch points exists:

1. New Approval Request Alert to Approver(s): When a Send360 Order record is inserted which needs Approval, an email is sent to the Approver User(s) notifying them and asking them to peform the approval.
2. In Process Alert to the Ordered By User: At the same time as the Approver is notified, an email is sent to the User that actually created/submitted the Send360 Order. Usually, the Ordered By user and the Ordered For User (two separate Lookups to Users on the Send360 Orders object) are the same user (as the User is ordering for themselves). But also commonly an assistant or marketing admin is ordering on BEHALF OF another user, so the Ordered By lookup user is the Assistant or Marketing Admin, and the Ordered For User lookup references the User who the order was for and whose contact info appears on the marketing collateral. Usually Send360 customers elect to email approval alerts to the Ordered By User, which is normally the User the marketing content is also created FOR, but sometimes is a separate assistant or admin that owned the ordering process and should be the one receiving alerts.
3. Order Approved: As above, this email is normally sent to the Ordered By User and updates them on details that the order has been approved or rejected.
4. Order Rejected: As above, this email is normally sent to the Ordered By User and update them on details that the order has been approved or rejected.

Below we are providing the (CLASSIC) email text, complete with merge fields, you may implement for each of the above 4 (CLASSIC) email templates. Obviously, you may modify these and you will want to implement within your own Salesforce (CLASSIC) letterhead/branding.

In summary use the email subjects and bodies provided below to create 4 email template of (i) Send360 Approvals - New Approval Request, (ii) Send360 Approvals - In Process to Ordered By User, (iii) Send360 Approvals - Approved to Ordered By User, and (iv) Send360 Approvals - Rejected to Ordered By User.

Before you proceed with building out your Approval Workflows, proceed to add these 4 (Classic) email template which you will need to reference within the Approval Workflows when creating.

Email Template - New Approval Request to Approver(s)

Subject:
Approval Request Received - {!printsf__Collateral_Order_History__c.Name} for {!printsf__Collateral_Order_History__c.printsf__Ordered_For__c} (#{!printsf__Collateral_Order_History__c.printsf__Order_No__c})
Body:
Greetings {!ApprovalRequest.Process_Assignee},

You are receiving this alert because a new approval request has been assigned to you as detailed below. Please promptly review the request and PDF proof and approve or reject the request. If rejecting, please provide comments to instruct the requesting party on the reason(s) for rejection. The requesting party will receive email updates when you approve or reject the request.

------------- Approval Request Details ---------
Approval Process: {!printsf__Collateral_Order_History__c.printsf__Approval_Process__c}
Approval Step: {!ApprovalRequest.Process_Step_Name}
Order Name / #: {!printsf__Collateral_Order_History__c.Name} (#{!printsf__Collateral_Order_History__c.printsf__Order_Number__c})
Template Name: {!printsf__Collateral_Order_History__c.printsf__Collateral_Name__c}
Ordered For: {!printsf__Collateral_Order_History__c.printsf__Ordered_For__c}
Ordered By: {!printsf__Collateral_Order_History__c.printsf__Ordered_By__c}

--------------------Links ------------------------
Download Proof Here:
{!printsf__Collateral_Order_History__c.printsf__Proof_File__c}

Approve Or Reject Approval Here:
{!ApprovalRequest.Internal_URL}
{!ApprovalRequest.Internal_URL}

Email Template - New Approval IN PROCESS to ORDERED BY USER

Subject:
Approval Request In Process - {!printsf__Collateral_Order_History__c.Name} for {!printsf__Collateral_Order_History__c.printsf__Ordered_For__c} (#{!printsf__Collateral_Order_History__c.printsf__Order_No__c})
Body:
Greetings {!printsf__Collateral_Order_History__c.printsf__Ordered_By__c},

This email confirms that your recent approval request has been received and routed to the appropriate approver who will soon review your request and then approve (or in some cases reject) your request. You will receive an additional email when your request is approved or rejected.

Note that if you were ordering PDF/digital download items, downloads will be disabled until your request is approved. If you were ordering print/mail fulfillment, your order will be on hold and NOT move into print production until your request is approved.

------------- Approval Request Details ---------
Approval Process: {!printsf__Collateral_Order_History__c.printsf__Approval_Process__c}
Approval Step: {!ApprovalRequest.Process_Step_Name}
Assigned to: {!ApprovalRequest.Process_Assignee}
Order Name / #: {!printsf__Collateral_Order_History__c.Name} (#{!printsf__Collateral_Order_History__c.printsf__Order_Number__c})
Template Name: {!printsf__Collateral_Order_History__c.printsf__Collateral_Name__c}
Ordered For: {!printsf__Collateral_Order_History__c.printsf__Ordered_For__c}
Ordered By: {!printsf__Collateral_Order_History__c.printsf__Ordered_By__c}

Email Template - APPROVED Email to Ordered By User

Subject:
Request APPROVED - {!printsf__Collateral_Order_History__c.Name} for {!printsf__Collateral_Order_History__c.printsf__Ordered_For__c} (#{!printsf__Collateral_Order_History__c.printsf__Order_No__c})
Body:
Greetings {!printsf__Collateral_Order_History__c.printsf__Ordered_By__c},

This email confirms that your recent approval request has been APPROVED.

If you were ordering PDF/digital items, downloading the item will now be ENABLED. Return to the item in under the MEDIA menu tab, and then select DOWNLOAD to download the file. If you were ordering print/mail fulfillment, your order will now be released into print production.

------------- Approval Request Details ---------
Approval Process: {!printsf__Collateral_Order_History__c.printsf__Approval_Process__c}
Approval Step: {!ApprovalRequest.Process_Step_Name}
Assigned to: {!ApprovalRequest.Process_Assignee}
Order Name / #: {!printsf__Collateral_Order_History__c.Name} (#{!printsf__Collateral_Order_History__c.printsf__Order_Number__c})
Template Name: {!printsf__Collateral_Order_History__c.printsf__Collateral_Name__c}
Ordered For: {!printsf__Collateral_Order_History__c.printsf__Ordered_For__c}
Ordered By: {!printsf__Collateral_Order_History__c.printsf__Ordered_By__c}

Email Template - REJECTED Email to Ordered By User

Subject:
Approval Request REJECTED - {!printsf__Collateral_Order_History__c.Name} for {!printsf__Collateral_Order_History__c.printsf__Ordered_For__c} (#{!printsf__Collateral_Order_History__c.printsf__Order_No__c})
Body:
Greetings {!printsf__Collateral_Order_History__c.printsf__Ordered_By__c},

This email is to inform you that your Approval Request detailed below was reviewed and REJECTED. See the COMMENTS below for details on why it was rejected.

COMMENTS: {!ApprovalRequest.Comments}

To quickly order again and make any changes needed, return to your Order under the ORDERS menu item, click into the Order, then use the REORDER button to clone the prior order, make recommended changes, then resubmit for approval.

------------- Approval Request Details ---------
Approval Process: {!printsf__Collateral_Order_History__c.printsf__Approval_Process__c}
Approval Step: {!ApprovalRequest.Process_Step_Name}
Assigned to: {!ApprovalRequest.Process_Assignee}
Order Name / #: {!printsf__Collateral_Order_History__c.Name} (#{!printsf__Collateral_Order_History__c.printsf__Order_Number__c})
Template Name: {!printsf__Collateral_Order_History__c.printsf__Collateral_Name__c}
Ordered For: {!printsf__Collateral_Order_History__c.printsf__Ordered_For__c}
Ordered By: {!printsf__Collateral_Order_History__c.printsf__Ordered_By__c}