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Customizing Request Notification E-mail Messages

Use the Request E-mail Customization links at the bottom of the SMTP E-mail Settings page to customize the following notification e-mail messages:

Request E-Mail Notification	Description
Approved Request	This e-mail message is sent to a vendor when that vendor's request is approved by the approver. The vendor receives this e-mail message only if the vendor requested to be informed of all notifications during the approval process.
Approver Reminder Notification	This e-mail is sent by the Approver Reminder Task to the approver. It lists the requests that are waiting for their review/approval.
Cancelled Request	This e-mail is sent to the approver when a vendor cancels a previously submitted request.
Outstanding Requests Notification	This e-mail is sent by the Outstanding Requests Notification Task to the Admin Notification e-mail accounts defined on the Automated Tasks page. It lists all outstanding requests.
Rejected Request	This e-mail message is always sent to a vendor when that vendor's request is rejected.
Vendor Attachments Notification	This e-mail message is sent by the Vendor Attachments Notification Task to the Admin Notification e-mail accounts defined on the Automated Tasks page. It lists all vendor attachments uploaded since the previous notification.

The request e-mail notification messages are sent from the Alio Vendor Approval Administrator E-mail entered on the General Preferences page.

Click here for step-by-step instructions to customizing notification e-mail messages.

The default e-mail messages installed with the Alio Vendor Portal are designed to pass through most spam filters, giving you the best chance of your e-mail being delivered to the employee. If you customize your outgoing e-mails, there is a chance that the recipient’s e-mail spam filter will flag the e-mail as spam.

Follow these guidelines when customizing the notification e-mails:

Avoid using ALL CAPS or excessive punctuation (!, #, @, etc.), especially in the subject line.
Avoid using words or phrases like "Pay now", "invoice", and "your bill", especially in the subject line.
Avoid using the word "FREE", including the phrase "TOLL FREE" in the body of the e-mail message. also avoid "adult" or any other spam-like word.
Write short messages not long messages. Most e-mails are short so spam filters can be wary of long messages.

Weidenhammer recommends using the defaults for the best e-mail delivery method. Make minor changes for second best e-mail delivery. Restore your defaults if in doubt.

Links to the other system setting options display in the Navigation bar. Click here to display a table describing each link.

Request E-mail Customization Links

Request E-Mail Notification	Description
Rejected Request	Click the Rejected Request link to modify the subject and/or body of the e-mail sent when a request has been rejected.
Cancelled Request	Click the Cancelled Request link to modify the subject and/or body of the e-mail sent when a request is canceled by the vendor.
Approved Request	Click the Approved Request link to modify the subject and/or body of the e-mail sent when a request has been approved.
Outstanding Requests Notification	Click the Outstanding Requests Notification link to modify the subject and/or body of the e-mail sent to the Admin Notification e-mail addresses defined on the Automated Tasks Preferences page. It lists all requests waiting for approval for more than the number of days defined in the Notification of Outstanding Requests (in Days) field.
Approver Reminder Notification	Click the Approver Reminder Notification link to modify the subject and/or body of the e-mail sent periodically to the approver. This e-mail lists all the requests that are waiting their approval.
Vendor Attachments Notification	Click the Vendor Attachments Notification link to modify the subject and/or body of the e-mail sent to the Admin Notification e-mail addresses defined on the Automated Tasks Preferences page. It lists all vendor attachments uploaded since the previous notification.

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Request E-mail Tags

When customizing a request e-mail, you can select the following tags to include in your e-mail message.

Request E-Mail Notification	E-Mail Tags
Rejected Request	Approver Name, Company Address 1, Company Address 2, Company City, Company Name, Company State, Company Zipcode, Request Date, Request Link, Request Type, Reviewer Comment, Vendor Name, VP Administrator E-mail, VP Administrator Name
Cancelled Request	Approver Name, Company Address 1, Company Address 2, Company City, Company Name, Company State, Company Zipcode, Request Date, Request Link, Request Type, Reviewer Comment, Vendor Name, VP Administrator E-mail, VP Administrator Name
Approved Request	Approver Name, Company Address 1, Company Address 2, Company City, Company Name, Company State, Company Zipcode, Request Date, Request Link, Request Type, Reviewer Comment, Vendor Name, VP Administrator E-mail, VP Administrator Name
Outstanding Requests Notification	Admin Notification E-mail, Admin Notification Name, Company Address 1, Company Address 2, Company City, Company Name, Company State, Company Zipcode, Request Link, Request List, Summary of Requests, VP Administrator E-mail, VP Administrator Name
Approver Reminder Notification	Approver Name, Company Address 1, Company Address 2, Company City, Company Name, Company State, Company Zipcode, Request Link, Request List, Summary of Requests, VP Administrator E-mail, VP Administrator Name
Vendor Attachments Notification	Admin Notification E-mail, Admin Notification Name, Company Address 1, Company Address 2, Company City, Company Name, Company State, Company Zipcode, Request Link, Request List, VP Administrator E-mail, VP Administrator Name

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