How to get an approval notification to either not show rich labels or not show hidden variables

[NicholeT]

Hi All,

I'm trying to create a catalog item which has a number of rich text labels on it however these are showing in the approval email even when they are hidden via UI policy (even if the checkboxes are ticked to make them hidden in the RITM, REQ etc and not just on the catalog form).

Is there any way of using the standard approval email when the approval is requested by the flow, but not showing the Rich Text Labels, or even better, not showing variables at all that are hidden by UI policy?  Or do I have to write a custom notification for the approval which I trigger manually in the flow (an ugly way of doing it because I will have to stop the standard approval notification going out as well as creating the custom one).  Or am I missing something here?

[Swapna Abburi]

Hi @NicholeT 

Have you tried unchecking ‘Visible on Summaries’ checkbox on those variables? You can find this checkbox in the Availability tab of the variable record.

[NicholeT]

Unfortunately, that's not an option for Rich Text Labels.  So they would still appear in any case.

[Ankur Bawiskar]

@NicholeT 

This is what can be done

-> you can use email script and check if the variable is having value or not

a) if not then show it in email

b) If yes then don't show

You cannot determine in email script whether your variable was hidden on catalog form via UI policy or client script as the scripts run on UI and email script is server side.

If my response helped please mark it correct and close the thread so that it benefits future readers.

[NicholeT]

Thanks Ankur.  So, what you are proposing is writing a custom notification rather than being able to utilise the standard notification.  I was really hoping there was just an option somewhere, but it appears not. 😞