Pending Approval Email Notifications for Both Workgroups and Individual Approvers

Hi ​@Avishka,

The notification pulls its recipient from the approval record’s OwnerID, which is a single approver. When a rule is assigned to a workgroup there’s no individual owner on the record, so ((Approval.OwnerID.EMail)) has nothing to resolve to and no email goes out. The docs back this up - only approvers assigned through the map get pending-approval notifications:
https://help.acumatica.com/Help?ScreenId=ShowWiki&pageid=cf6d1cd1-0601-4a5c-8cad-61e6cc48c9a6

I’m not aware of a template placeholder that expands to all members of a workgroup - the record only exposes that one OwnerID. For notifying a whole workgroup, the standard route is a GI + Business Event: https://community.acumatica.com/everything-else-119/using-business-events-notifications-to-send-emails-to-all-members-of-a-workgroup-on-the-company-tree-6840

So one template works fine as long as each rule resolves to an individual approver; the all-members case is the part that needs the GI/Business Event.

Hope this works.

@Avishka there's a standard setting that covers the workgroup case with the template you already have.

When a rule names a workgroup and leaves the employee blank, Acumatica assigns the approval to the workgroup's default owner. That's the member with the check box selected in the Owner column on the Company Tree (EP204061) form. If nobody in the workgroup has it selected, the approval has no assignee and ((Approval.OwnerID.EMail)) has nobody to send to. You can confirm that's your case on the Approvals tab of one of those time cards: the Assignee is blank and the Pending decision carries the warning "Create message failed. Email recipient should be defined."

Select Owner for one member (a workgroup can only have one) and that person gets the same email your individual rules already send. The rest of the workgroup doesn't lose access. Any member can still approve the time card. Only the email is limited to the owner.

Two things before you change it. The owner is picked when the time card is submitted, so time cards already pending won't pick it up. Test with a fresh submission. The Owner flag also isn't specific to time cards. That member becomes the default assignee for anything else routed to that workgroup, so check what else uses it.

If every member has to get the email, Aryan's GI and Business Event is the way to go.