Sending a Final Approved Message to the Requester

📖 Overview

In workflow-driven document approvals, it is often necessary to notify the original submitter (Requester) when a document has received final approval. This can be configured within the approval routing setup using the Final Approval Confirmation and an application option called Send Confirmation on Arrival options.

✅ Option 1: Using “Final Approval Confirmation”

If your workflow has a clearly defined final approval step:

1. Navigate to the Workflow Approval Routing tab.
2. Identify the approval level that represents the final approval.
3. Enable the Final Approval Confirmation checkbox for that level.

Result:
Once the document is approved at this level, the system automatically sends a confirmation email to the Requester with an include copy of the document.

⚠️ Limitations

In more complex workflows, a single approval level may not consistently represent the final step. This can occur when:

• Routing varies based on document value
• Routing changes based on category
• Multiple conditional paths exist with different endpoints

In these scenarios, using a single “Final Approval Confirmation” level alone may not provide the desired results.

🛠️ Recommended Approach for Complex Workflows

For workflows with multiple possible endpoints:

1. Identify the level where all documents ultimately arrive
   (commonly known as the "Pre-Transfer Level/Accounting Level")
2. In that level:
   • Enable Final Approval Confirmation
   • Navigate to Maintenance>Application Options and check the option "Send Confirmation on Arrival"

Result:
The system sends the final approval message automatically when the document reaches this level without requiring any action from an approver at that step.

🎯 Key Benefits

• Ensures consistent notification regardless of routing complexity
• Eliminates dependency on manual approval actions at the final stage
• Improves requester visibility and communication

🧾 Summary

• Use Final Approval Confirmation when there is a clear, single final approval level.
• Use Final Approval Confirmation + Send Confirmation on Arrival for complex or dynamic routing.