Concur Expense: Workflow Email Notifications Setup Guide

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Concur Expense: WorkflowEmail NotificationsSetup GuideLast Revised: March 24, 2020Applies to these SAP Concur solutions: Expense Professional/Premium edition Standard edition Travel Professional/Premium edition Standard edition Invoice Professional/Premium edition Standard edition Request Professional/Premium edition Standard edition

Table of ContentsSection 1: Permissions .1Section 2: Overview .1Types . 1Timing . 1Size Limitation . 2Section 3: Configuration .2Access the Email Notification Page . 2Step 1: Add, Modify, Remove an Email Notification . 3Add an Email Notification . 3Modify an Email Notification . 6Remove an Email Notification. 7Step 2: Choose an Email Notification in Workflow . 8Section 4: Available Data Variables . 10General Information . 10Display Text on Partial Approvals . 10Variables for Expense Reports . 11Variables for Cash Advances . 14Concur Expense: Workflow Email Notifications Setup GuideLast Revised: March 24, 2020 2004 - 2021 SAP Concur All rights reserved.i

Revision HistoryDateNotes / Comments / ChangesJanuary 7, 2021Updated the copyright; added Concur to the cover page title; cover datenot updatedApril 9, 2020Renamed the Authorization Request check box to Request on the guide’stitle page; cover date not updatedMarch 24, 2020Updated the Variables for Expense Reports table by adding four newtokens and removing eight unused tokens.Added:1. %HasClearedExceptions%2. %SubmittingUserEmail%3. %ExpenseCount%4. %ExpenseEntrySummary%Removed:1. %FirstApprovalDate%2. %ImageRequired%3. %ReceiptsReceived%4. %CtryCode%5. %TotalPaidNonEmployee%6. %TotalCopdPostedAmount%7. %FirstSubmitDate%8. %ReceiptImageAvail%iiJanuary 2, 2020Updated the copyright; no other changes; cover date not updatedAugust 10, 2019Added a Size Limitation section to the Overview section stating that limitfor emails that use the SAP Concur notification service is 10MB. Outgoingemails that have attachments larger than 10MB are not delivered.March 7, 2019Removed the obsolete reference to "approval via email."January 4, 2019Updated the copyright; no other changes; cover date not updatedAugust 22, 2018Updated the definitions for the Report From field variables in theVariable for Expense Reports sectionApril 4 2018Changed the check boxes on the front cover; no other changes; coverdate not updatedJanuary 9 2018Updated the copyright; no other changes; cover date not updatedAugust 2 2017Added a clarification note: Approval via email is not supported for CostObject Approval and Budget Approval workflows.January 24 2017Added a mention that the ampersand symbol is not permitted in theDisplay as From field.December 14 2016Changed copyright and cover; no other content changes.November 9 2016Updated the guide content to new corporate style; no content changes.May 13 2016Updated instances of he/she to they.Concur Expense: Workflow Email Notifications Setup GuideLast Revised: March 24, 2020 2004 - 2021 SAP Concur All rights reserved.

DateNotes / Comments / ChangesFebruary 19 2015Removed information about the current user interface; changed thecopyright; no other content changesJanuary 16 2015Added two new variables for email notification comments, and correcteddescriptions for the functional behavior of two other notification variablesDecember 26 2014Clarified information about Expiration Email to Approver; this email is sentto the original approver, not the new approverClarified email timingUpdated the screen shots to the enhanced UI and made general updatesto the contentChanged the copyrightSeptember 24 2014Added information about two user interfaces; no other content changes.May 16 2014Added variable for expired approval approver name.April 15 2014Changed copyright and cover; no other content changesJune 14 2013Added information about using the Copy function to create newnotifications that will display when selecting an email notification to sendto the approver when a workflow step has expiredApril 3 3012Removed all references to the legacy Authorization Request feature inConcur ExpenseChanged any references to Concur's Travel Request service to Request,Concur Request, or Authorization Request, depending on the situationNo other content changesDecember 28 2012Made rebranding and/or copyright changes; no content changesJune 22 2012Addition of new Display as From configurable "From" address in emailnotifications.February 2012Changed copyright; no content changeFebruary 25 2011Workflow email notifications moved to the Workflows toolDecember 31 2010Updated the copyright and made rebranding changes; no content changesJuly 16 2010Corrected variable: Company To Employee Amount is now DueEmployee.April 16 2010Clarified Approval Status Set To fieldJanuary 15 2010Added information about courtesy email for default approversDecember 2009Changed to stand-alone setup guide; no content changeNovember 13 2009Added information about partial tag and editing email HTML codeOctober 16 2009First publicationConcur Expense: Workflow Email Notifications Setup GuideLast Revised: March 24, 2020 2004 - 2021 SAP Concur All rights reserved.iii

Section 1: PermissionsWorkflow Email NotificationsSection 1: PermissionsA company administrator may or may not have the correct permissions to use thisfeature. The administrator may have limited permissions, for example, they canaffect only certain groups and/or use only certain options (view but not create oredit).If a company administrator needs to use this feature and does not have the properpermissions, they should contact the company's Concur administrator.Also, the administrator should be aware that some of the tasks described in thisguide can be completed only by Concur. In this case, the client must initiate aservice request with Concur Client Support.Section 2: OverviewTypesThe workflows feature generates email notifications when certain actions occur forexpense reports and cash advances: Status Change: This notification is sent when the status of the report/advance changes. The notification is sent to the user who originally submittedthe report/advance. Sent Back to Employee: This notification is sent when the report/advance issent back to the user who originally submitted it. Approval Request: This notification is sent to the approver when thereport/advance is pending approval.There is another notification that applies only to expense reports: Courtesy Email: This notification is sent to a user's default approver if thatperson is not the first approver in the workflow or if another approver wasselected by the user for the first step in the workflow (if the company allowsusers to select approvers).TimingWorkflow emails are sent immediately to the outbound email queue when the triggeroccurs, for example, when the report is sent back to the user. The recipient generallyreceives the email within minutes.The only reason that an email is delayed is if there are issues with the outgoing orincoming email systems.Concur Expense: Workflow Email Notifications Setup GuideLast Revised: March 24, 2020 2004 - 2021 SAP Concur All rights reserved.1

Section 3: ConfigurationSize LimitationThe limit for emails that use the SAP Concur notification service is 10MB. Outgoingemails that have attachments larger than 10MB are not delivered.Section 3: ConfigurationThere are two steps to configuring email notifications: Add or modify the desired email notification. Choose the desired notification for the workflow.Access the Email Notification PageView and manage workflow emails on the Email Notifications page in Workflows. To access the Email Notifications page:1. Click Administration Expense (on the sub-menu).NOTE: Depending on your permissions, the page may appear immediatelyafter you click Administration.2. Click Workflows (left menu). The Workflows page appears.2Concur Expense: Workflow Email Notifications Setup GuideLast Revised: March 24, 2020 2004 - 2021 SAP Concur All rights reserved.

Section 3: Configuration3. Click the Email Notifications tab.Step 1: Add, Modify, Remove an Email NotificationAdd an Email NotificationTo add a new email notification, copy an existing notification and then edit the copy. To add an email notification:1. On the Email Notifications tab, click the desired notification.2. Click Copy.The General step of the Modify Email Notification window appears.Concur Expense: Workflow Email Notifications Setup GuideLast Revised: March 24, 2020 2004 - 2021 SAP Concur All rights reserved.3

Section 3: Configuration3. Make the desired changes.The only fields that can be edited at this time are Email Notification Nameand Display as From. If you need to make changes to the other fields, savethis copy and then edit it as detailed in Modify an Email Notification in thisguide.4. Click Next. The Primary Recipient step appears.This information will be seen by the primary recipient (user and approver).5. Make the desired changes to the Email Subject field. You can use "variable"fields to enter specific data in this field. 4Refer to Available Data Variables in this guide for more options.Concur Expense: Workflow Email Notifications Setup GuideLast Revised: March 24, 2020 2004 - 2021 SAP Concur All rights reserved.

Section 3: Configuration6. Make the desired changes to the Email Body field. You can use "variable" fields to enter specific data in this field. Refer to Available Data Variables in this guide for more options. Use the toolbar for bold, color, etc. If you are familiar with HTML, you can also view the HTML code and edit itdirectly. To do so, click the Source Edit buttonat the right end of thetoolbar.7. Click Next. The Delegate Recipient step appears.8. Make the desired changes to the Email Subject field. You can use "variable"fields to enter specific data in this field. Refer to Available Data Variables in this guide for more options.9. Either: If you want the primary recipient email and the delegate email to be thesame, select the Use Primary Recipient Email check box. If not, make the desired changes to the Email Body field. The variablefields and the HTML work the same way is in the primary recipient email.10. Click Done.Concur Expense: Workflow Email Notifications Setup GuideLast Revised: March 24, 2020 2004 - 2021 SAP Concur All rights reserved.5

Section 3: ConfigurationModify an Email Notification To modify an email notification:1. On the Email Notifications tab, click the desired notification.2. Click Modify. The General step of the Modify Email Notification windowappears.3. Make the desired changes.FieldDescriptionEmail Notification NameThe name of the email notification. This name willappear in the email notification list while editing theworkflow.Notification TypeSelect the desired notification type: Cash Advance Notification Expense Report NotificationDisplay as From6Type the email address you would like the recipient tosee when they receive the notification. This address canbe used by the recipient to set mailbox rules thatprevent automatic spam disposal or allow routing of theemail to a designated folder or Forward action.The @ symbol is not permitted in this name.Concur Expense: Workflow Email Notifications Setup GuideLast Revised: March 24, 2020 2004 - 2021 SAP Concur All rights reserved.

Section 3: ConfigurationFieldDescriptionOverwrite all LanguagesClick Yes if you would like to apply the new text to alllanguages.Click No to make changes only for the selectedlanguage.NOTE: If creating a new email or making major changesto an existing one, it may be desirable to overwrite theother languages with the new edits. Once the changesare complete, go into each language and edit the textportion of the email to the correct language.4. Click Next to access the following steps. Make changes as necessary. Refer to the Add a New Notification section of this guide for fielddetails.5. Click Save.Remove an Email NotificationYou can remove email notifications that are no longer needed and are not in use.Default emails provided by Concur cannot be removed. To remove an email notification:1. On the Email Notifications tab, click the desired notification.2. Click Remove. The email notification is deleted.Concur Expense: Workflow Email Notifications Setup GuideLast Revised: March 24, 2020 2004 - 2021 SAP Concur All rights reserved.7

Section 3: ConfigurationStep 2: Choose an Email Notification in WorkflowOnce the email is created, the administrator selects the appropriate email in theworkflow properties. To choose the email notification in workflow:1. Click Administration Expense (on the sub-menu).NOTE: Depending on your permissions, the page may appear immediatelyafter you click Administration.2. Click Workflows (left menu). The Workflows page appears.3. On the Workflows tab, either:8 Select the desired workflow and click Modify.– or – Double-click the desired workflow.Concur Expense: Workflow Email Notifications Setup GuideLast Revised: March 24, 2020 2004 - 2021 SAP Concur All rights reserved.

Section 3: ConfigurationThe General page appears.4. Select the desired notifications.FieldDescriptionExpiration Email ToApproverThis notification is sent if the workflow is configured to sendthe report to another approver when the approval timeexpires. The original approver receives this email.Approval RequestNotificationThis notification is sent to the approver when the report/advance is submitted by the employee.Status ChangeNotificationThis notification is sent to the submitter when the workflowstatus of the report/advance changes.Sent Back NotificationThis notification is sent to the submitter when the report/advance is sent back to them. If the report was submittedby a delegate, that delegate also receives this notification.NOTE: This notification is always sent; it is not configurablebased on the user Profile preferences.Courtesy EmailNotification(expense reportsonly)This notification is sent to a user's default approver if thatperson is not the first approver in the workflow or if anotherapprover was selected by the user for the first step in theworkflow (if the company allows users to select approvers).5. Click Done.Concur Expense: Workflow Email Notifications Setup GuideLast Revised: March 24, 2020 2004 - 2021 SAP Concur All rights reserved.9

Section 4: Available Data VariablesSection 4: Available Data VariablesGeneral InformationData from the report or advance can be added to the email subject or body text,using data variables. These variables are placeholders that will be updated with theactual data when the email is sent. The variables are enclosed in percentage signs,which indicate to the system that they need to be replaced.The variables can be used to insert the field label or the field value in the email.Adding an “L” (L) and underscore ( ) to the beginning of the variable name tells thesystem to replace that variable with the field label. Variables without the L andunderscore are replaced with the field value. Certain fields will use the companyspecific form field label (if available) instead of the default label.Example:The administrator would like the email to display the report name, in the followingformat:Report Name: Trip to New YorkThe administrator can enter this information two ways: Using variables for the label and the data: The administrator enters thefollowing line of text in the email editor to use the label configured for thefield on the form definition applicable to the report. Cash advances would usethe label displayed on the user entry page.%L Name%: %Name%NOTE: If the variable is blank, then both label and value variables will notprint in the resulting email. Using text for the label and a variable for the data: The administratorenters the following line of text in the email editor.Report Name: %Name%Display Text on Partial ApprovalsThe Expense Report Status Change email can show specific data only when thereport is partially approved. This feature is used by adding the partial tag to theemail text, while in the HTML code view. All text between the opening and closingtags will be displayed only if the report was partially approved.NOTE: This feature requires understanding of HTML code structure. If you choose notto use this feature, information about partial approvals will not be included inyour custom email notifications. The default emails will continue to includespecial text in the case of a partial approval.10Concur Expense: Workflow Email Notifications Setup GuideLast Revised: March 24, 2020 2004 - 2021 SAP Concur All rights reserved.

Section 4: Available Data VariablesExample:The administrator would like to display the following message text when the reporthas been partially approved: “This report has been partially approved by: approver”The administrator would enter the following text in the email editor while in HTMLcode view: !--partial-- This report has been partially approved by: %WhoChanged% !--/partial-- The partial tags are included in the standard emails, and can be viewed in the HTML(by clicking the Source Edit button):Variables for Expense ReportsExpense ReportsFieldVariableDescriptionAmountClaimedField Label: %L TotalClaimedAmount%The total amountclaimedApproval StatusSet ToField Label: %L StatusName%Approver’sCommentsField Label: %L ApprovalComment%CA ReturnsAmount*Field Label: %L CaReturnsAmount%Field Value: %TotalClaimedAmount%Field Value: %StatusName%Field Value: %ApprovalComment%Field Value: %CaReturnsAmount%Concur Expense: Workflow Email Notifications Setup GuideLast Revised: March 24, 2020 2004 - 2021 SAP Concur All rights reserved.Status result fromcurrent workflow stepactionsComments entered onthe report by theapproverThe Cash Advanceamount that isreturned to thecompany11

Section 4: Available Data VariablesExpense ReportsFieldVariableDescriptionCA UtilizedAmount*Field Label: %L CaUtilizedAmount%The Cash Advanceamount that wasutilized on this reportChanged ByField Label: %L WhoChanged%Field Value: %CaUtilizedAmount%Employee name fromworkflow stepField Value: %WhoChanged%ClearedExceptionCount*Field Label: %L ExceptionCount%Comment CountField Label: %L CommentCount%Field Value: %ExceptionCount%Field Value: %CommentCount%CommentHistoryField Label: %L CommentHistory%CommentHistory CountField Label: %L CommentHistoryCount%CommentsField Label: %L ReportComments%Field Value: %CommentHistory%Field Value: %CommentHistoryCount%Field Value: %ReportComments%Company ToCredit CardsAmount*Field Label: %L CompanyToCreditCardsAmount%Custo

The limit for emails that use the SAP Concur notification service is 10MB. Outgoing emails that have attachments larger than 10MB are not delivered. Section 3: Configuration There are two steps to configuring email notifications: Add or modify the desired email notification. Choose the desired notification for the workflow.

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