Email Notifications

 iProcurement Requisitions
 Purchase Orders

Contents - Sections

1. Introduction ...............................................................................................2
2. Email Notification Setup...........................................................................3
3. Change General Preferences ....................................................................4
4. Example of Individual Email Received by Approver (e.g., Requisition) 5
5 Example of Individual Email Received by Approver (e.g., PO)......... 6
6. Example / Daily Summary Email for Approver (e.g., for iProc/PO user) 7
7. Example of Email to Approve or Reject a Requisition or Purchase Order 8
8. Create a Rule Within Your Email System for Notifications ...............10

Last Revised: 17 May 2010

1. Introduction

This guide is intended to be used as reference for those users who wish to receive email notifications to assist with the quick and timely approval of
requisitions and/or purchase orders.

This guide assumes that users have the following skills:

 FIS Navigation
 Create requisitions via iProcurement
 Raise purchase order and approve orders through the Purchasing module
 Familiarity with the Notifications screen

Last revised: 15 Oct 2008 UCL FIS Team

2. Email Notification Setup
Of those within the list of values, we recommend one of the following options. All users within a department will have their email notification
changed to ‘HTML email with attachments.’

Table 1: Email Style Options

Email Style Description Type of FIS user
Name within
FIS

1. ‘Do not send FIS will not generate an email notification. Frequently in FIS, either the iProcurement
me mail’ and/or Purchasing Module.

For PIs, it is recommended that you select

either Option 1 or Option 2.
2. ‘HTML mail Provides an html based email with brief details of the requisition or Receive individual emails for each
with purchase order, with the options for an Approver to either approve or requisition or PO to Approve or Reject. If
attachments’ reject the transaction. The FIS user does not have to be logged into FIS a FIS user approves requisitions or POs
to either approve or reject. less frequently, this may provide a
suitable option.
If an attachment is included with the requisition or PO, the Approver can
click on the link to open the document. But first, you will be prompted
to log into FIS, if not logged in already. Note that you will also receive
email notifications if you approve your own requisitions and/or POs.

3. ‘HTML Provides a list of all requisitions and POs that require action by the Receive one email daily with summary
summary ‘approver.’ Users will need to click on the link to access their level information for requisitions or POs
mail’ notifications within FIS, and action within FIS. A link is provided at the that require approval or other action. If a
bottom of the email to access the ‘Online Worklist’ where they can FIS user who frequently approves
review further details. requisitions or POs, this may provide a
suitable option.
If an Approver, you can approve the requisition or PO within the FIS
Notifications screen, as per current procedures. You will be prompted to
log in, if not already logged into FIS.
3. Change General Preferences
To change your Email Notifications, click on ‘Preferences’ in the upper right corner of the navigation screen after logging in, or under General
Preferences within iProcurement. To access within iProcurement,
 Click on Preferences;
 The General Preferences screen opens, alternatively, click on the ‘General’ link in the box on the left;
 Under Notifications, select the preferred option from the drop down list. See Table 1 in Section 2 for recommended options.

Last revised: 15 Oct 2008 UCL FIS Team

4. Example of Individual Email Received by Approver (e.g., for a requisition)
The following is an example of an individual email, e.g., ‘HTML mail with attachments’ (see Option 2, Section 2) received by an Approver,
and indicates that this requisition requires approval. The email notification for a purchase order is in a similar format.

Subject line indicates

that a requisition is
waiting for approval. Provide details of
the Requisition
waiting for approval

Link to the attachment

(provided if applicable)

Allows the approver

to open the requisition
and view further
details, such as the
project/account code.
If not logged into FIS,
after selecting one of
these options, the user
will be taken to the
FIS log in screen, and
then immediately to
the requisition (or PO,
X X X if applicable).

Click on the link ‘Reject’ to reject this

Click on the link ‘Approve’ to requisition (or, purchase order, which
approve this requisition (or, purchase will be clearly defined on the Subject
order, which will be clearly defined line and email notification)
on the Subject line and email

X – please do not use these Actions, as this functionality is not available at this
time. To forward this to another approver, log in and complete this step in FIS.
5. Example of Individual Email Received by Approver (e.g., for a purchase order)

Subject line indicates

that a purchase order is
waiting for approval.

Provide details of
the Purchase Order
waiting for approval

Click on the link ‘Approve’ to approve this purchase

order, or ‘Reject’ to reject this order.

X – do not use these Actions, as this functionality is not

available at this time. To forward this to another
X X X approver, log in and complete this step in FIS.

Last revised: 15 Oct 2008 UCL FIS Team

6. Example of Daily Summary Email Received by Approver (e.g., for iProc/PO user)
The following is an example of a summary email, e.g., ‘HTML summary mail’ (see Option 3, Section 2) received by an Approver, and lists
transactions that require your review and subsequent action, where appropriate. The email notification summary shows a list of all open
notifications that require your attention.
Examples of types of
notifications

To open one specific notification, click on the

Click ‘Access Online Worklist’ to review all
FIS Notifications. If you are already logged
into FIS, you will be taken straight to the
Notifications screen; otherwise, you will be
prompted to log into FIS first.
link here. . If you are already logged into FIS, Provide details of requisitions
you will be taken straight to the Notifications awaiting approval, POs
awaiting approval, and other
screen for that transaction; otherwise, you will
be prompted to log into FIS first. notifications.
7. Example of Email to Approve or Reject a Requisition or Purchase Order

After reviewing the details of a requisition or purchase order within an email notification, or if needed, further details of that transaction within FIS,
you are ready to either ‘Approve’ or ‘Reject’ the transaction. An example of these action steps are provided in Section 4.

Once you review the order’s details within the email notification and no further review is required, press Approve or Reject. The following email
reply opens which is a standard template provided by FIS. This example shows how the email reply will look if using Outlook as your email system.
UCL has not made changes to this template.

When the email reply opens, simply press Send.

NOTE: do not update any other text within the email, as this will prevent the action (i.e., to approve or reject the order) from taking place.

Email reply if Action = Approve

Press send to approve a

requisition or PO.

Alternatively, press Send to

reject a requisition or PO.

Do not edit or adjust this

email – leave as is!
However, it is feasible to
Email reply if Action = Reject add a note if rejected.

Last revised: 15 Oct 2008 UCL FIS Team

If you press ‘Reject,’ it is
feasible to add a brief
explanation before sending
this email. The person
ordering will receive an
email notification of the
rejection, along with this
note.

Add a brief note in-between

the single quotations. E.g.,
Note: ‘already sufficient
quantities in stock.’ Then,
press send (do not change
anything else on this screen)
8. Create a Rule Within Your Email System for Notifications

FIS support recommends creating a rule within your email system to allow all notifications to be grouped together in one folder. If you intend
to receive individual email notifications, this may help on busy days, and allows you to group these emails in one location.

The following example is provided for Outlook users. Other email systems most likely have a similar procedure, and your IT departmental
support person may be able to provide help.

Example, from Outlook:

a) Create a new sub-folder within Outlook (e.g., FIS Email Notifications). Click on File>New>Folder, then name the folder in your
preferred location within your email system
b) Click Tools > Rules and Alerts
c) Click New Rule
d) Start creating a rule from a template should be selected
e) Create a rule that states: Apply this rule after the message arrives from ‘fislivimap’ Move it to the new folder (e.g., ‘FIS Email
Notification’)
f) Click Finish >Apply
g) Click ok

You should now see this folder within your list of folders.

Last revised: 15 Oct 2008 UCL FIS Team