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iDocuments Email Message Setup - Notification Examples

First published on: 11/19/2024/11:05 am

Various notification messages can be configured per company. Some examples of these formats can be seen below. The subject and text can be altered as preferred. The parts in [brackets] are standard automated fields that are replaced as the emails are generated.

Message Type	Subject	Example text
CC Expense	New CC Expense to submit	Dear [Creator], A new Credit Card Upload expense has been created for you to complete. Please log into iDocuments and complete the outstanding fields and submit for approval. iDocuments URL: [add here] This is an automated email sent from iDocuments, do not reply!
EX Approval	Expense Approved	Dear [Creator], [Approver] has approved expense reference [DOCREFERENCE] in [CompanyName]. iDocuments URL: [add here] This is an automated email sent from iDocuments, do not reply!
EX Rejection	Expense Rejected	Dear [Creator], [Approver] has rejected expense reference [DOCREFERENCE] in [CompanyName]. Rejection Reason: [RejectionReason] iDocuments URL: [add here] This is an automated email sent from iDocuments, do not reply!
EX Submission	Expense Approval Pending	Dear [Approver], Expense reference [DOCREFERENCE] is now awaiting your approval. Please log into the iDocuments website or via the mobile app to review and approve or reject. iDocuments URL: [add here] This is an automated email sent from iDocuments, do not reply!
Missing GRN	Missing GRN	Dear [Creator], For your information: Purchase Invoice reference [PINUMBER] from Supplier [SupplierName] has reached iDocuments and the Goods Receipt Note is missing. iDocuments URL: [add here] This is an automated email sent from iDocuments, do not reply!
PI Approval	Purchase Invoice Approved	Dear [Creator], Purchase Invoice reference: [PINUMBER] for Supplier: [Supplier] has been Approved. iDocuments URL: [add here] This is an automated email sent from iDocuments, do not reply!
PI Outside Tolerance Approved	PI Outside Tolerance	Dear [Approver], Purchase invoice reference: [DOCREFERENCE] in company: [CompanyName] for supplier: [SupplierName] out of tolerance is approved. iDocuments URL: [add here] This is an automated email sent from iDocuments, do not reply!
PI Rejection	Purchase Invoice Rejected	Dear [Creator], [Approver] has rejected purchase invoice reference: [DOCREFERENCE] in company: [CompanyName] for supplier: [SupplierName]. Reason [RejectionReason]. iDocuments URL: [add here] This is an automated email sent from iDocuments, do not reply!
PI Submission	Invoice Approval Pending	Dear [Approver], Purchase invoice reference: [DOCREFERENCE] in company: [CompanyName] for supplier: [SupplierName] created by [Creator] is now awaiting your approval. iDocuments URL: [add here] This is an automated email sent from iDocuments, do not reply!
PI Trace	PI Trace	Dear User, The AP team has traced Purchase Invoice reference: [PINUMBER] from Supplier: [SupplierName]. It is likely that the PO has not been created in iDocuments or not mentioned on the invoice PDF. Please take the necessary action. iDocuments URL: [add here] This is an automated email sent from iDocuments, do not reply!
PO Submission	PO Approval Pending	A Purchase Order from [SupplierName] is awaiting your approval Please log into the iDocuments website or via the mobile app to review and approve or reject. iDocuments URL: [add here] This is an automated email sent from iDocuments, do not reply!
PO Approval Pending	PO Approval Pending	Dear [Creator], A Purchase Order from [SupplierName] is awaiting your further approval iDocuments URL: [add here] This is an automated email sent from iDocuments, do not reply!
PO Approval	Purchase Order Approved	Dear [Creator], [Approver] has approved requisition reference [DOCREFERENCE] in company [CompanyName] for supplier [SupplierName]. iDocuments URL: [add here] Automated email sent from iDocuments, do not reply!
PO Rejection	PO Rejected	Dear [Creator], Your Purchase Order has been rejected. PO Number: [PONUMBER] Supplier: [Supplier] Rejected by: [Approver] Reason: [RejectionReason] iDocuments URL: [add here] This is an automated email sent from iDocuments, do not reply!

Last modified: 02/13/2025/11:11 am