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Manage email approval notifications

Email approval notifications differ from other email notifications related to reminders and escalations to managers because they require a user to opt-in for this feature.

AP Agility Workflow users configure their own approval email notifications. They can also choose whether to receive an email for each individual invoice or a bulk email of multiple invoices after a configured time interval.

Note In order for the email approval notification functionality to work it is necessary that the TotalAgility Administrator provides a unique email address in the TotalAgility Resources for each of the Approval Activity users. Also, it is necessary that the System > System settings > System > General > Allow duplicate email addresses setting is cleared. This ensures that users set up their own email address and that attempts are not made to send emails to the same address several times.

However, you need to perform several configuration steps before it is possible to use the email approval functionality.

Note The order of the steps after the SMTP server is configured is not important. What is important is that all steps are performed in order to use email approval notifications.

It does make sense to perform steps 1 through 5 before step 6. This is because the earlier steps are all performed in Kofax TotalAgility while the sixth step is performed in Kofax AP Agility.

  1. Configure TotalAgility SMTP settings.

    This is a Kofax TotalAgility system-wide setting that is used for all emails sent by the system.

  2. Create unmanned email address to collect approval responses.

  3. User Permissions for Email Approval Notifications.

  4. Process email approval results.

  5. Configure scheduled job for email approval notifications

  6. Update AP Agility Email Approval From Address variable

  7. In the AP Agility Workflow, Approval Activity users can now configure their own notifications.

    For more information on configuring email approval notifications, see the Help for AP Agility Workflow.