This section details scenarios where bounce-back emails are sent to inform users of unsuccessful actions during the approval process. Admins can customize these email templates to suit various messaging needs. Refer Configuring the Settings Window for admin configurations.

1. Bounce-Back Email for Invalid Keywords

Scenario: Users reply to an approval or rejection email with incorrect keywords.

  • Steps:

    1. Set up an approval process with default email templates.
    2. Disable the settings for Approve Comments Mandatory, Reject Comments Mandatory, and Recall Comments Mandatory.
    3. Activate the process and submit a request for approval.
    4. The user replies to the approval request email with an incorrect keyword.

  • Expected Outcome: A bounce-back email is triggered, notifying the user that they used an invalid keyword.

2. Bounce-Back Email for Missing Comments (Mandatory Fields Enabled)

Scenario: Users attempt to approve or reject without adding required comments, with Approve Comments Mandatory and Reject Comments Mandatory enabled.

  • Steps:

    1. Configure the approval process with default email templates and enable Approve Comments Mandatory and Reject Comments Mandatory.
    2. Activate the process and submit a request for approval.
    3. Respond to the approval email using valid keywords without adding comments.

  • Expected Outcome: A bounce-back email is triggered, requesting the user to provide the required comments.

3. Bounce-Back Email for Already Approved or Rejected Requests

Scenario: Users attempt to approve or reject a request that has already been processed.

  • Steps:

    1. Set up and activate the approval process with default email templates, with Approve Comments Mandatory and Reject Comments Mandatory enabled.
    2. Approve or reject the request through the user interface.
    3. Attempt to approve or reject the same request again via email.

  • Expected Outcome: A bounce-back email is sent, notifying the user that the request has already been processed.