TECH TIP

FEBRUARY 2016

PMWEB

ADDING APPROVE/REJECT BUTTONS TO PMWEB WORKFLOW EMAILS

DOWNLOAD THE PDF HERE

Abstract:

When using PMWeb’s workflow engine, adding Approve/Reject buttons to workflow emails can speed up turnaround time by allowing the reviewer to approve/reject the document DIRECTLY from the email, instead of logging in and finding the document in PMWeb.  Additionally, you can include attachments that the user can directly review before clicking the button to approve.

This can be very helpful for the occasional “reviewer” and a way to minimize the “learning curve” just to get documents approved.  Additionally, using the “approve/reject” buttons do not use a PMWeb “session”, so this frees up your Guest licenses for users who actually need to log in to PMWeb.

 

Setting Up Workflow Email Preferences:

  1. NOTE: This presumes that you already have created a workflow and have email templates built for each action.  These instructions are to MODIFY those templates.
  2. Add Approve/Reject buttons in Email Template:
    1. Open the Workflow Email Templates and select the appropriate Record Type.
    2. Select the appropriate “Notification On” (i.e. Submit, Approve, Reject, etc.) Your email template can contain DIFFERENT information/content depending upon the notification action required.
      1. NOTE: Some of these notification types may be inappropriate to have Approve/Reject buttons.    For example, for a “Return” option, the notification is received by the workflow recipient, but no action is to be taken by them.  In other words, we only include the buttons in the email template if the user receiving it will need to approve or reject the record.
    3. In the Editor window, place your cursor where you want the Approve/Reject buttons to appear.
    4. Next in the “Fields” section, open the “Workflow Actions” folder, then click on the “Approve” or “Reject” to insert the command into the email template.
    5. SAVE your Email Template.
  1. Add notes or documents (attachments) to Email Template:
    1. Open the Workflow Email Templates and select the appropriate Record Type.
    2. Select the appropriate “Notification On”. Like Approve/Reject, each notification type might have different content requirements.
    3. In the “Select to Attach to Email” section, click on the elements you want to include in the email. This may include attachments to the record, as well as form/report copies of the record.
    4. Once you made the changes, SAVE your Email Template.

User Receives Email:

  1. When the reviewer receives the email, depending upon the template modifications you made, they will see the following:
    1. Approve/Reject buttons in the body of the email.
    2. Attachments or forms/reports as email attachments.
  2. To Approve/Reject, the user then clicks on the appropriate button.
    1. If they are not logged in to PMWeb, this will open a web browser and ask the user to enter their login/password.
    2. Once that’s authenticated, they will just get a web page that tells them the action has been entered.
      1. NOTE: They do NOT have to first log in to PMWeb and find the record; PMWeb logs it all automatically.  However, they DO need to enter their user information/password for PMWeb to authenticate the Approve/Reject function.

Delegating Actions:

  1. Each user can delegate their work to another user so that when they are gone, the other user can Approve/Reject the documents for them.
  2. The user sets this on the “My Settings” page and clicks on the “Delegate” feature.
  3. NOTES:
    1. The delegated user will receive the Workflow emails going forward, until the user goes into “My Settings” and reverts the delegation. The new delegate, however, will NOT receive emails for documents ALREADY routed to the original user.  If that user does not complete them, they would need to forward to the delegates manually for these documents.
    2. Also note that the delegation can be for ALL documents, or just specific projects and roles. If you break down your delegation by project or role, you can have multiple rules set up.

Notes/Considerations:

  1. PMWeb supports multiple levels, so be sure that you are modifying the correct email template. (For example, there may be a global portfolio template, there may be program-specific templates, and there may even be project-specific templates.)  So be sure that you’re modifying the correct one.
  2. Remember, adding Approve/Reject buttons may not be appropriate for every email notification, and what is included (attachments, etc) also may vary based on the notification type and document type.
  3. Remember that many email systems have size limitations on attachments, so keep this in mind when deciding whether to include attachments to the email. In some cases, it may be appropriate to only include a report output that the user can review, and if they need to review the attachments, then have them log in to PMWeb and review them.
  4. All reviewers MUST have a PMWeb user account assigned, even if all they do is click the “Approve” button.
    1. However, all PMWeb licenses, including the Guest user type will allow the user to perform the “approve/reject” task.
    2. Using the email button does not create a “session” (because the user is not actively in PMWeb) so the advantage to this is that this frees up the use of Guest licenses to those who need to log in and look at documents in PMWeb.
  5. You can send an email to anyone, including those who do NOT have a user account (“Notification email”). However, ONLY those with a user account can actually approve/reject a workflow action.