Approval Email Batching

Approval email batching is to reduce the number of emails that an approver will receive.

I. Enable approval email batching

• To enable this, you will need to enable it on a workflow: go to the “Workflows” page, click to open/edit a workflow. Find the workflow task “Submit Approval #”, and click the setting icon.

There are three settings relevant to email batch, marked on the screenshot above. Choose one only, and click “Save“.

1: Rule: Enable batching of approval emails (batch period) ? day(s)

• If this rule is clicked to enable, enter a number, such as 1 to get batched every day. Basically one day after the first approval email, we send out the batch.

2: Rule: Enable Weekly email approval batching (day:24hour) ? eg Friday:16

• After click this rule to enable, enter the-day-of-week and hour, such as “Friday:16”. Basically every Friday, your time zone (which can be set in EzzyBills Settings) on the hour of 16, we will send out email approval requests.

3: Rule: Enable batching of approval email? (yes/no).

• This is for manual batching (when you login EzzyBills, go to Dashboard, select multiple invoices, and click “Email Approval”.)

II. How does it work?

When enabled the approval email is NOT sent to the approver.  We will wait for the requested batch period and then send an email like this.

When “Batch Approve/Modify” link is clicked, you will be taken to the webpage for “All My Approvals”, which shows all invoices waiting your approval.

For example, if you only want to receive this notification once a day, set batch period =1, Then 24 hours after the first approval email was meant to sent, you will receive one approval email request from EzzyBills.

Note that

• there is nothing stopping someone going to all my approvals to approve invoices before we send the notification.
• this batch approval email is ONLY sent if there are approval emails pending.

How to send batch approval now?

To send the batch immediately:

Login, click Apps > (EzzyBills Apps) > Send All Batched Email > click Start