Hi Guys,
Recently I worked on a requirement to customize the OOB approval workflow in sharepoint designer.
The customer is looking for the email customization at each stage of the approver and the workflow initiator.
For e.g., if there are two approvers sequentially and if the approver approves the task, then second approver should know that the document was initially approved by first approver and waiting for the current approval from him self and similar notification to workflow initiator so that the initiator can contact drectly the pending approver to get task immediately.
Below are the steps, I implemented in SharePoint Designer for acheivimg this customization.
Go to SP designer and open the workflows section of the site.
Select Approval workflow and do right clcik and then do copy and modify option.
After that paste the work flow and change the title and desctiption as required.
Once it it ready, click on Edit Workflow link and then click on the associate workflow part.
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Here you find 4 links to modify the task options like "Change the behaviour of the single task" , "Change the behaviour of overall task process" etc.
Click on "Change the behaviour of single task" and then do check for the different conditions about the task.
Go to the condition "if task Extenal participant is empty". there is already existing notiffication email action available, Do modify that with your content.
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You can address approver dsiplay name, document link can be embedded here, "Open this task" link can be added inside the mail body.
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Similary if you want notify the initiator about the task approvers, add the similar email action below this and customize the email body accordingly.
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Once the approver do the approval/rejection, he can be notified through mail saying that the document is approved/rejected.
This can be done with adding email condition in the below way.
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