How to add approve and reject action link in email template

[rmaroti]

Hi everyone,

I want to add/show associated approval "Approve" and "Reject" action on email template in the notification.

How we can implement can anyone tell me from start to end steps.

[Robbie]

Hi @rmaroti,

This is quite a common question and request. So as to not reinvent the wheel, check the following link which provides a couple of responses from current MVP's with a nice walk through via video as well as a 'nicer' customer UX option.

https://www.servicenow.com/community/hrsd-forum/approve-reject-button-on-email-notification/m-p/1329...

To help others (and for me to gain recognition for my efforts), please mark this response correct by clicking on Accept as Solution and/or Kudos.

Thanks, Robbie

[Robert H]

Hello @rmaroti ,

I assume that this is about some process that does not trigger the regular Approval [sysapproval_approver] records, since those would already trigger the kind of email notification you are looking for.

The general steps to configure this are:

1. Go to System Notification > Email > Templates and create a template, like this:

Name: choose a name, e.g. "approval.action"

Subject:  Re:${number} - approve

Message: Click here to approve ${number}

Then create another template, but for rejection. I assume the record that is to be approved has a field called Number; if not then change to something else that is unique.

2. Put this somewhere in your Notification's "Message HTML" field:

${mailto:approval.action}

${mailto:rejection.action}

This will make the email contain the links for approving/rejecting, just like the OOTB approval notifications.

But you also need to make sure that the approver's email response is processed, so a last step is required:

3. Go to System Policy > Email > Inbound Action and create a new Inbound Email Action:

Name: choose a name

Target table: choose the table that the notification is about

Action type: Record Action

When to run > Type: Reply

Actions > Script: this depends entirely on what shall happen when an approval or a rejection for that particular table/application is received, so the following code is just an example and needs to be adjusted as per your requirements

if (email.subject.indexOf("approve") >= 0) {
	current.state = "approved";
}

if (email.subject.indexOf("reject") >= 0) {
	current.state = "rejected";
}

current.comments = "reply from: " + email.from + "\n\n" + email.body_text;
current.update();

Regards,

Robert

[J Siva]

Hi @rmaroti 

PFB community post with details explanation.

https://www.servicenow.com/community/itsm-blog/approve-reject-button-in-approval-notification/ba-p/2...

Regards,

Siva