Custom approval emails based on Workflow / Flow Designer?

Ethan Dy Tioco1
Tera Expert

‎03-13-2025 07:25 AM

Hi, I have a question on customizing the language on approval emails.

Let's say we have a table with a FlowDesigner flow that has 3 approval stages (e.g. code reviewer, manager, verifier).

In FlowDesigner, I just used the OOB action "Ask For Approval".

 

Here's what the table could look like:

PDI Multi-approvals - record.png

 

Here's what the flow could look like:

PDI Multi-approvals - flow.png

 

 

Question:  When I build a notification, is it possible to have a unique email body depending on what the current approval is in the flow execution?

PDI Multi-approvals - email language.png

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jcmings
Mega Sage

‎03-13-2025 07:53 AM - edited ‎03-13-2025 07:56 AM

Thanks for providing such great screenshots and detail with your questions. A+ question asker!

 

Yes, this is possible to accomplish. There are a few ways to do this... you could create the notification directly in Flow Designer with the custom text using the Send Email action, or you could create three separate notification records, or you could create a mail script in your existing notification that checks the assignee against the approver fields and adjusts the message accordingly. I think the third option is the most fun.

 

What does your notification trigger look like? Could you share a screenshot of this?

 

Edit to add -- I believe that Approval reason field can be used for your use case as well. Try that out before anything else! You should be able to grab this field value in your notification record.

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Ethan Dy Tioco1
Tera Expert
In response to jcmings

‎03-20-2025 08:44 AM

Thanks for the feedback!

Something I realized wasn't represented in my premise: sometimes, there may be the same person in multiple user-reference fields, or maybe the approval goes out to a pre-defined group that's not mentioned in the record. So, the third option might not accommodate my use case.

 

However, the Approval reason you mentioned might do the trick. I did a quick lookup on the "Ask for Approval" action documentation, and it said that this writes into the approval record somewhere.

 

This might allow me to truly tailor the approval messages to "this approval request is specific to this particular approval stage in Flow Designer". I'll give it a test.

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