Use this tab to define the information that will appear in the email notifications sent to the approvers and requesters. Each workflow type can have a notification set up with its own subject and body. You can use variables to customize the body of an email, for example, to identify the records that require action and specify other information relevant to the notification. The text entered in the Subject field will display as either the subject line of the email or description of the activity.
The Reminder email, in addition to the subject and body fields, has a Remind Every field, which allows you to enter in hours/days how often you want approvers to be notified that they have outstanding budget transfers to approve.
In general, budget transfer workflow consists of two workflow types. One type is a notification that requires an action be performed. The other is a notification that the action has been taken. Since the approval process for budget transfers allows for different types of action, workflow allows notifications to be set up for each type of action.
Menu Path: System Administration > Administration > Profiles > Workflow Configuration Profile > Service Maintenance > Budget Transfer
Action Buttons
The following action buttons display on the tab:
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Apply |
Saves your settings. |
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Undo |
Resets any changes you made prior to the last time you clicked Apply. |
Variables
You can use the variables defined on the Budget Transfer Workflow Configuration page in the subject and body for each workflow notification. When the email or activity is sent, the variable is replaced with the data pertaining to the workflow. You are not required to use variables, so you can choose to use as many or as few as you want.
Following are the variables available for Budget Transfer Workflows:
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__RequestorFullName |
The full name of the person who entered the budget transfer. |
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_Batch |
The control number of the batch containing the transfer that requires approval. |
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_TransferNumber |
The transfer number. |
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_Amount |
The amount of the budget transfer. |
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_ApprovalGroup |
The approval group associated with the budget transfer. |
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_ApprovalComments |
The comments entered when an approver completes the approve, deny or needs correction action. |
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_URL |
The link to the approval page. |
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_CrLf |
Allows you to designate a new line for the body of your email if your browser doesn't allow you to enter one. |
Budget Transfer Workflow Types
Following are the different types of workflow notifications that can be configured in the Budget Transfer Email tab using settings from the Budget Transfer Forms tab. For details on these settings, refer to the next section, Budget Transfer Forms Tab.
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Needs Approval |
This workflow is initiated when a batch budget transfer is entered, released from hold, and posted, which, when approvals are required, routes the batch budget transfer for approval. Approvers and alternates receive this notification based on settings in the Budget Transfer Forms tab. This workflow type requires an action. |
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Posted |
This workflow is initiated when the batch budget transfer has been approved by all levels of the approval group and, if applicable, any account approvals. The completion of the approval process posts the batch budget transfer to the ledgers. The requester will receive this notification. This workflow type is a notification that the approval action has been completed. |
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Denied |
This workflow is initiated when the batch budget transfer has been denied by any level of the approval group or, if applicable, any account approvals. Approvers and requesters receive this notifications based on settings in the Budget Transfer Forms tab. This workflow type is a notification that the budget transfer has been denied. |
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Needs Correction |
This workflow is initiated when the batch budget transfer has been flagged by any level of the approval group or, if applicable, any account approvals as needing correction. Approvers and requesters receive this notification based on settings in the Budget Transfer Forms tab. This workflow type requires an action. |
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Reminder |
This workflow is initiated when a batch budget transfer was routed for approval and no action has been taken on the budget transfer since the Needs Approval notification was sent. This notification is sent based on the time entered in the Remind Every field. Approvers and alternates receive this notification based on settings in the Budget Transfer Forms tab. This workflow type requires an action. |
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Canceled |
This workflow is initiated when the batch budget transfer has been deleted in PowerSchool ERP, or the approval group has been changed. Approvers and requesters receive this notification based on settings in the Budget Transfer Forms tab. This workflow type is a notification that the budget transfer has been canceled. |
Fields
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Field |
Description |
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Remind Every |
The period of time from when a Needs Approval notification is sent to an approver until a reminder notification should be sent when no approval action is taken. Time can be in hours or days as needed. The time entered may not be less than 3 hours. Available only for the Reminder workflow type. Examples: Enter 02:12:00 if you want the reminder to be sent 2 days, 12 hours after the initial needs approval notification was sent. Enter 00:08:00 if you want the reminder to be sent 8 hours after the initial needs approval notification was sent. |
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Subject |
Text that will appear in the subject line of the email notification and in the Activity column on the Activities panel of the PowerSchool ERP home page. You can define a different subject line for each workflow type. |
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Body |
Text that will appear in the body of the email notification. You can define a different body message for each workflow type. |