question Email script for populating Opened by value in notification in Community Central forum

Email script for populating Opened by value in notification

may13 — Sun, 07 Sep 2025 16:39:14 GMT

Hello Team

I have a requirement in my current project where I need to send an email notification after approvals rejected so that I have created one email notification the approval table. In the notification body, I want to display the name of the person who rejected the HR case (i.e., the "Opened By" name), along with the HR case number.
However, I'm unable to find the fields for "Opened By", "HR Case No", and the name of the person who rejected the approval. Does anyone know how to write email script?

Re: Email script for populating Opened by value in notification

Pankaj31 — Sun, 07 Sep 2025 16:59:42 GMT

For the above requirement, the email script won't be required. You can achieve the same thing by dot walk "

Approval for Number: ${sysapproval.number}

Approval for Opened by: ${sysapproval.opened_by} "

Attached the notification XML for your reference.

Re: Email script for populating Opened by value in notification

kaushal_snow — Sun, 07 Sep 2025 18:06:11 GMT

Hi @may13 ,

Please use the below email script..

(function runMailScript(current, template, email, email_action, event) { var hrCaseGR = new GlideRecord('sn_hr_core_case'); // Replace with your HR case table name hrCaseGR.get(current.hr_case); // 'current' is the approval record // Print HR Case Number template.print('HR Case Number: ' + hrCaseGR.getDisplayValue('number') + ' '); // Print Opened By template.print('Opened By: ' + hrCaseGR.opened_by.getDisplayValue() + ' '); // Find approver who rejected var appr = new GlideRecord('sysapproval_approver'); appr.addQuery('sysapproval', current.sysapproval); appr.addQuery('state', 'rejected'); // state that indicates rejection appr.query(); if (appr.next()) { template.print('Rejected By: ' + appr.approver.getDisplayValue() + ' '); } template.print('Your HR case approval was **rejected**. Please review and take necessary actions.'); })(current, template, email, email_action, event);

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Re: Email script for populating Opened by value in notification

Bhimashankar H — Mon, 08 Sep 2025 02:57:05 GMT

Hi @may13 ,

You can use below mail script and use this in email notification

// Applies when used from a notification on sysapproval_approver (function runMailScript(current, template, email, email_action, event) { try { // current is a sysapproval_approver record // Resolve the HR case from Approving/document_id var hr = current.sysapproval ? current.sysapproval.getRefRecord() : (current.document_id ? current.document_id.getRefRecord() : null); // HR case number and opened by var caseNumber = hr ? hr.getDisplayValue('number') : ''; var openedBy = hr ? hr.getDisplayValue('opened_by') : ''; // Rejecting approver and comments from the approval record that is rejected var rejectedBy = current.getDisplayValue('approver'); var rejectionState = current.getValue('approval') || current.getValue('state'); // state/approval varies by instance var rejectionComment = ''; // Safely pull the last journal entry if available try { if (current.comments) { // getJournalEntry(1) returns most recent entry rejectionComment = current.comments.getJournalEntry(1) || ''; } } catch (e) { // ignore if no journal } // Print a compact block that the notification body can insert template.print('HR Case: ' + (caseNumber || '(none)') + '\n'); template.print('Opened by: ' + (openedBy || '(none)') + '\n'); template.print('Rejected by: ' + (rejectedBy || '(unknown)') + '\n'); template.print('Approval state: ' + (rejectionState || '(unknown)') + '\n'); if (rejectionComment) template.print('Rejection comments:\n' + rejectionComment + '\n'); } catch (err) { template.print('HR Case: (error)\n'); } })(current, template, email, email_action, event);

It will have the rejection comment as well in email notificaton.

Thanks,
Bhimashankar H

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Re: Email script for populating Opened by value in notification

Ankur Bawiskar — Mon, 08 Sep 2025 04:09:56 GMT

@may13

you cannot pick HR Case -> Opened By directly as notification is on sysapproval_approver table.

You will have to use business rule on sysapproval_approver table, query HR Case and get Opened By and then include in recipient list

where did you start with and where are you stuck?

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

Re: Email script for populating Opened by value in notification

Ajay_Chavan — Mon, 08 Sep 2025 06:11:39 GMT

@may13 - i just tested below script it should work for you as well-

(function runMailScript(current, template, email, email_action, event) { try { // Get the HR case record from the approval record var hrCase = current.sysapproval ? current.sysapproval.getRefRecord() : current.document_id ? current.document_id.getRefRecord() : null; if (hrCase && hrCase.isValidRecord()) { // HR Case details template.print('HR Case Number: ' + hrCase.getDisplayValue('number') + '\n'); template.print('Opened By: ' + hrCase.getDisplayValue('opened_by') + '\n'); } else { template.print('HR Case Number: Not available\n'); template.print('Opened By: Not available\n'); } // Rejection details template.print('Rejected By: ' + current.getDisplayValue('approver') + '\n'); template.print('Rejection Date: ' + current.getDisplayValue('sys_updated_on') + '\n'); // Include rejection comments if available if (current.comments) { var latestComment = current.comments.getJournalEntry(1); if (latestComment) { template.print('Rejection Comments: ' + latestComment + '\n'); } } } catch (e) { template.print('Error retrieving case details: ' + e.message); } })(current, template, email, email_action, event);

next step is to create notification on approval table, and also make sure to add filter condition where approving record -> task type has to be hr case

Re: Email script for populating Opened by value in notification

Bhimashankar H — Wed, 10 Sep 2025 05:30:59 GMT

hey @may13 ,

Did you get a chance to go through my previous reply.

If my response points you in the right directions, please consider marking it as 'Helpful' & 'Correct'. It will help future readers as well having similar kind of questions and close the thread.

Thanks,
Bhimashankar H