Approval Request Declined Comments

Sam Giese

So right now I have a notification set up that when an approval request is set to "declined" it will send an email to the submitter telling them that it has been denied. In the delivery options I also have it set to include the comment which would be filled out by the person declining the submission. The problem I am having is the email notification does not show the comment left by the decliner, it only shows the other fields listed to be delivered. Any suggestions on how to make the comment appear to let the submitter know why their entry was not approved?

Faith Glass-Wilson

When creating your Notification:

1. click Deliver Settings

2. At the bottom of the window click Edit

3. Make sure the columns you want to deliver are checked

4. Check Comments

 

Should work if you follow those steps. 

Phil Smith

Hi Sam

Can I ask how you have added a comment during the approval process please?

I'm working on a similar approval process workflow but am struggling to see how to add a note when a request is declined.

Kind regards

Phil

 

 

Sam Giese

Hi Phil,

Inside the approval request email there was automatically a section right at the bottom that asks for comments. Things written in this section get saved to the comment column for that row whether it is approved or declined.

Hope this helps!

Phil Smith

Prefect, thanks.

Marziya Boshir

Where is the Deliver Settings on the alerts, I am having issues where the rejected forms don't show the comments on the email?

Ileana Olivar

Where do I find 'Deliver Settings'??

Thanks,

Andrée Starå

Hi Marziya,

Please see the attached link/screenshot for more information.

Have a fantastic week!

Best,

Andrée Starå

Workflow Consultant @ Get Done Consulting

Andrée Starå

Hi Ileana,

Please see the attached link/screenshot for more information.

Have a fantastic week!

Best,

Andrée Starå

Workflow Consultant @ Get Done Consulting

Ileana Olivar

Found it! In case you still need it

Ileana Olivar

Thank you so much. I found it after posting the question. I was not counting with such a quick response!

Have a great week you too!

Andrée Starå

Happy to help!

Best,

Andrée

Rennel Apolinares

Sorry for reviving this thread. But I think the new Alerts now (wherein you can already show the message only) even though I have added the comment as one of the information to show when an Alert is triggered, does no longer show the comment.

Have u guys experience this too?

Usually, the comments are shown in the last part of the email, however, this time, it no longer show. Below is a snippet of the email.

Just a background, we use the comment as a reference for the requester to know why their requests are declined.

Thanks!

Tom Wininger

Hi there,

about the 'A comment' field from request from approval - how can i save it to the sheet?

it seems to only appear in the form process but it's not been updated in the sheet

what am i missing?

Thank you🙏

Andrée Starå

Hi @Tom Wininger

It should be saved with the other comments in the comment section.

Make sense?

I hope that helps!

Be safe and have a fantastic weekend!

Best,

Andrée Starå | Workflow Consultant / CEO @ WORK BOLD

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Richard Castle

Hi.

Ok, so I have searched online and can't seem to find any ability to do the following, and it doesn't make a lot of sense. The premise is simple- allow someone to decline, add a comment for the rejection and have an email sent to the requester with the comment BUT this email isn't a link to the smartsheet and doesn't include the name of the person who rejected it (which it does if you include the A Comment field).

The only way option that you have is as follows:

1. Copy the comment into a separate cell and then reference that cell in the email- not possible as you can't reference {{A Comment}} into another cell
2. When the request is rejected, send an update request to the approver asking for a rejection comment which then saves into a specific cell and you then generate the rejection email with this new {{rejection comment}} in the email body

There must be a better option than number 2? Surely. I don't want to get any external systems (eg Zapier) when this is the only function I need that isn't covered by vanilla smartsheets

Thanks, Rich