Approval Actor controls the status of the PR (from-to), the person who take the acton.
Also the email notification (Title and Heading) can be mentioned here.
Follow below configuration:
(1) Workflow ID, according to Approval Workflows to identify which workflow to be configurated.
(2) From Status (Purchase Request)
(3) To Status (Purchase Request)
(4) To take the action, which user is responsible for.
*Requester is no need to identify here. Since user apart from particular role is the requester.
E.g. From Reviewed to "Recommended", for Engindering Department, the person who click the button to approve and let this happen is Division Director.
Therefore, Actor = Division Director.
(5) Next Actor: This is the role to trigger the email notification. User determines which role to send notification to.
(6) Send to Self: The email notification will also be sent to he one who take action.
E.g. GM approved the PR, the approval email will also be sent to GM.
(7) Send to Requester - Send the email to the Requester
(8) Send to Next Actor - Send the email to the next actore (identified)
(9) Create Entry: This is used to send email to the Current Chain as the whole chain releted people can receive the email.
*IF the PR is cancel / Return / Reject, no need to check this box since it does not affect the parties to receive the email.
(10) Sen to Current Chain - Send email to the people involved in this PR
**This part already includes "Send to Requester". If this box has been checked, user no need to check "Send to Requester" to avoid duplicate email.
Remark: For Approved - Cancelled, since HoA, Procurement Manager, and Division Director can also cancel the PR, the setting need to repeat 3 times.
However, only ONE "Send to Current Chain" box to be checked (Otherwise it is tiggered 3 times)
(11) Email Subject (Title)
(12) Email Body (Heading)
(13) Include Attachment: Whether to include the “Purchase Requisition” in PDF format, and sent to the Requester, all previous Approvers.
(14) Include Quotation Total: Show the Quotation Total in the email.
