Change Orders Email Tab | PowerSchool ERP

Use this tab to define the information that will appear in the email notifications that will be 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 still have outstanding change orders to approve.

In general, change order workflow consists of two workflow types. One type is a notification that requires an action to be performed. The other is a notification of the action that has been taken. Since the approval process for change orders allows for different types of actions to be taken, workflow allows notifications to be setup for each type of action.

Menu Path: System Administration > Administration > Profiles > Workflow Configuration Profile > Service Maintenance > Change Orders

Action Buttons

The following action buttons display on the tab:

Apply	Saves your settings.
Undo	Resets any changes you made prior to the last time you clicked Apply.

Variables

You can use the variables defined on the Change Order 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 for Change Order Workflows:

_RequesterFullName	The full name of the person who entered the change order.
_PoNo	The purchase order number associated with the change order.
_LineNo	The line number of the change order.
_ChangeNo	The change order number.
_ApprovalGroup	The approval group associated with the change order.
_Vendor	The vendor number associated with the change order.
_VendorName	Vendor name for the change order.
_ChangeAmt	The total adjustment for the change order line number.
_ApprovalComments	The comments entered when an approver completes the approver, deny or needs correction action.
_URL	The link to the approval page.
_CrLf	Allows you to designate a new line for the body of your email if your browser doesn't allow you to enter one.

Change Order Workflow Types

Following are the different types of workflow notifications that can be configured in the Change Orders Email tab using settings from the Change Orders Forms tab. For details on these settings, refer to the next section, Change Orders Forms Tab.

Needs Approval	This workflow is initiated when a change order is saved and routed for approval. Approvers and alternates receive this notification based on settings in the Change Orders Forms tab. This workflow type requires an action.
Posted	This workflow is initiated when the change order has been approved by all levels of the approval group and, if applicable, any account approvals. The completion of the approval process posts the change order to the ledgers. The requester will receive this notification. This workflow is a notification that the approval action has been completed.
Denied	This workflow is initiated when the change order has been denied by any level of the approval group or, if applicable, any account approvals. Approvers and requesters receive this notification based on settings in the Change Orders Forms tab. This workflow type is a notification that the change order or a line item of a change order has been denied.
Needs Correction	This workflow is initiated when the change order line item 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 on the Change Orders Forms tab. This workflow type requires an action.
Reminder	This workflow is initiated when a change order was routed for approval and no action has been taken on the change order 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 Change Orders Forms tab. This workflow type requires an action.
Canceled	This workflow is initiated when the change order line item that was originally routed for approval has been changed through PowerSchool ERP. When a change order is entered that reduces the amount of a purchase order, approval for the change order is not required. Approvers and requesters receive this notification based on settings in the Change Orders Forms tab. This workflow type is a notification that a line item of a change order has been canceled.

Fields

Field	Description
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.
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.
Body	Text that will appear in the body of the email notification. You can define a different body message for each workflow type.

Field

Description

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.

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.

Body

Text that will appear in the body of the email notification. You can define a different body message for each workflow type.