Purchase requisition email notification after approval

Epicor ERP 10
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1

Hello folks,

I want to set up an email notification for Purchase requisition when it gets approved by HOD. I do have Data Directive(ReqHead) already set up for “Requiring attention for review” and it goes to HOD but once HOD approves I want to get email notification as well. I would like to use nested loop(1 or more condition) to have everything under one table. Attached snapshot is the bpm already set up for review required.

Any help will be appreciated.

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2

Wonder if as simple as making a copy of the existing BPM
only… a different ReqActionID in the condition?
e.g. on my Test system, Supervisro Approval Action ID happens to be “Spec”
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3

Perfect! It worked that way.

Thank you Man!

4

Hi - How did you set the “To” email? I need to do something similar and I got the email to work and send to a specific email address, however I need to send to the applicable Dispatcher ID.

5

Hi Debbie, You should set it to “CurrentDispatcherID”@yourdomainname. and it should work.
epiuser

6

Unfortunately our email address before the @ does is not the same as our Epicor User ID. I was thinking I could add a UD field on the ReqHead table to store the email address and then create a data directive to populate it but wasn’t sure if there was another option.

7

Have you all seen the PO Approval email that we generated as a demonstration for #AutomationStudio? This same thing could be created for PO Requisition approval.
This automation does the following:

  1. builds and sends a nicely formatted email to the approver. This email has three buttons: 1. VIEW the PO (could be changed to View the Requisition), 2. Approve, 3. Reject.
  2. When the approver receives the email, if they press the view button, it takes them directly to the screen to see the content. This even works from a phone that has internet access. If they press Approve/Reject, it sends a message back to Automation Studio to execute the action.
  3. When an action is received, it sends an email to the requestor stating the status change. It also executes the action, either approving or rejecting the PO (could be changed to PO Req).

Screenshot of initial Email. Note you can easily change the logo at top and the color scheme of this email. We designed it to be easily customizable. It can also be sent via Outlook, or Gmail.

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Here is a screenshot of the REJECTION (accept email is very similar);

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This solution requires NO C# code, NO BPMs… 100% completed in Automation Studio with a low code solution (it does require a little HTML formatting code to make things bold in the email.)

1 Like
8

I am not familiar with Automation Studio but assume it is an add-on. I did figure out how to get my email address from the UserFile Table.

  1. Created a string Variable in my BPM for ApproverEmail
  2. Used “Set Argument/Variable” using the following expression:
    (from x in Db.UserFile where x.DcdUserID == ttReqHeadRow.CurrDispatcherID select x.EMailAddress).DefaultIfEmpty("").FirstOrDefault()
  3. On the To: section of the “Send E-mail” in the BPM, I used “Insert > Scalar Variables” and selected the ApproverEmail variable.
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9

Yes, Automation Studio is a new Automation/Integration add-on that we released with Kinetic 2022.1 version. It is an embedded 3rd party application that makes integration and automation very easy. It does NOT replace BPMs, but it can be used to enhance things that would be done harder with a BPM. See Epicor Automation Studio | Epicor U.S. for more info.

10

Tim - How could we make this work if an external person, such as a subcontractor sent an email to ‘Epicor’? It’d be great if external people could enter a requisition without needing to be logged into Epicor. I could imagine a email template that contains the information necessary.

11

since Automation Studio can monitor an email address, this would be possible. It could receive the email, and act on that email by creating a new requisition.
ALSO, it is possible to have outside people approve things… for example, it could be used to generate an email to send info to a customer to approve. When the customer clicks the box, that would activate the approval cycle to approve the thing in Epicor.

1 Like
12

Hi @dgross can show me where to put

  1. Used “Set Argument/Variable” using the following expression:
    (from x in Db.UserFile where x.DcdUserID == ttReqHeadRow.CurrDispatcherID select x.EMailAddress).DefaultIfEmpty(“”).FirstOrDefault()

I tried to set the argument but cannot
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13

Here is how I set the ApproverEmail Variable:
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Editor value: (from x in Db.UserFile where x.DcdUserID == ttReqHeadRow.CurrDispatcherID select x.EMailAddress).DefaultIfEmpty(“”).FirstOrDefault()

1 Like
14

Thank you very much @dgross !

16

Thanks folks for the BPM info as I was looking for a solution in 2023.2 for sending an email to users when status changed on the Req and the PO. Tim S I have heard wonderful, powerful things about Automation Studio - but I cannot get the management/Owners to approve of yet another module/function purchase. Anyone with specific details on email creation and routing via BPM or other please post up your solution. It will be greatly used and benefit us users as this is a greatly needed function of EPICOR.