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Email Notification Matrix for Workflow Approvals

The Email Notification Matrix outlines who receives notifications at each workflow stage, streamlining approval processes.

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TL;DR

The Email Notification Matrix describes who is notified at each stage of the approval workflow in NetSuite, enhancing visibility and efficiency in transaction approvals.

Understanding the Email Notification Matrix

The Email Notification Matrix serves as a reference for identifying the recipients of email notifications during various stages of the approval process in NetSuite. This matrix is essential for ensuring that the right users receive timely updates, streamlining the approval workflow for transactions.

Workflow Stages and Recipients

The following table provides an overview of who gets notified depending on the workflow stage and approval rules in place:

Workflow StageRecipients (Employee Hierarchy)Recipients (Approval Matrix)Email NotificationExceptions
Record is submitted or resubmittedNext approver (or submitter's supervisor)<br>Delegate approver (if any)First approver in the matrix<br>Delegate approver (if available)<Record> is waiting for your approval. Please review the attached document file.<br>To approve or reject this document, click: Approve or Reject.When Email Approval isn't enabled, a basic notification is sent without the approval buttons and document attachment.
Record is resubmitted by a different employeeEmployee who submitted the recordEmployee who submitted the recordYour <record> has been re-routed.<br>Reference #: <Transaction number>System auto-resent approval request to the next approver without a separate email; no separate notification is issued.
Record is rejectedRecord submitterRecord submitterThe <record> you submitted has been rejected.<br>Reference #: <Transaction number>A rejection email without a reason is sent to the employee who sent the rejection email.
Record is approvedRecord submitterRecord submitterYour <record> has been approved.<br>Reference #: <Transaction number>-
Record is routedNext approver (or previous approver's supervisor)<br>Delegate Approver (if any)Next approver in the matrix<br>Delegate approver (if available)<Record is waiting for your approval. Please review the attached document file.<br>To approve or reject this document, click: Approve or Reject.When Email Approval isn't enabled, a basic notification is sent without the approval buttons and document attachment.
Delegation changeDelegate approverDelegate approver<Delegator> has specified you as a delegated approver. You have authority to approve records for <Delegator> from <start date> to <end date>.Employees also receive notifications upon change or cancellation of delegation details.

Important Considerations

  • Emails are sent from the record submitter’s account unless specified otherwise.
  • When a record is approved or rejected, the final approver's email address appears as the sender.
  • Email notifications include an attachment of the record if Advanced PDF/HTML Templates are enabled; otherwise, they provide a link to access the record in NetSuite.
  • Emails utilize the subsidiary language settings in OneWorld accounts and the account's preferred language for others.
  • If the unique ID tag is corrupted, emails default to English.
  • The system manages concurrency effectively; however, multiple approvers responding simultaneously may create issues.

For further details on the related processes, see additional resources on managing approvals and record submissions in NetSuite.

Frequently Asked Questions (4)

Does the Email Notification Matrix require any specific feature activation in NetSuite?
The article does not specify if the Email Notification Matrix requires explicit activation. It is presented as a feature available starting in NetSuite 2026.1.
Can the Email Notification Matrix handle notifications if a role or group is involved in the workflow?
Yes, if a role or group is involved, each member receives the email notification for the approval workflow stage.
How does the Email Notification Matrix adapt to different language settings in NetSuite OneWorld accounts?
The notifications respect the language preferences set in the account, adapting based on the submitter’s subsidiary in NetSuite OneWorld configurations.
Who is shown as the sender in the email notifications generated by this feature?
The system’s email notifications show the submitter as the sender, not a general group address, which ensures accountability.

Weekly Update History (1)

Accountingupdated

Renamed the help topic Tracking Email Notifications for SuiteApprovals to SuiteApprovals Email Notifications Guide.

View Oracle Docs
Source: Email Notification Matrix — Oracle NetSuite Help Center. This article was generated from official Oracle documentation and enriched with additional context and best practices.

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