Configuring the order-approval messages

There are three types of messages associated with order approval:

  • When an order requiring approval is submitted, the appropriate approver will receive a message that a new order has been submitted that requires approval.

  • If the order is rejected, the buyer receives a message informing about the rejection

  • If the order is approved, the buyer receives a message informing that the order has been approved and sent to the merchant.

You can control the content of each of these e-mails, and enter any required translations, using the Application Setup:Texts area of the Business Center to modify the text for the OrdersForApproval.jsp page (for approval-requested and approval-granted messages) and OrdersForApprovalDetails.jsp page (for approval-denied messages). See Order approval for more details.

To configure messages for order approval:

  1. Log on to the Business Center as a merchant administrator.
  2. Click the Application Setup:Texts link in the navigator.
  3. In the Filter area, do the following:
    1. Enter "mail" in the Text Name field.
    2. Enter "OrdersForApproval.jsp" in the Page Name field.
    3. Click Search.

      A list of all of the page texts defined for creating the approval-requested and approval-granted messages is displayed on the OrdersForApproval.jsp page. These are detailed in the table below.

      Text Name Recipient Purpose
      mailapprovedby Buyer on approval This is the label (for example, "Approved by:") placed directly before the details of the person who approves the order (including name, phone number and e-mail address). This line appears in the body of the message.
      mailclosing Buyer on approval Specifies the closing of the message body in each language (for example, "Sincerely, Infor e-Commerce" in English).
      mailcomment Buyer on approval This is the label (for example, "Approver comment:") placed directly before the comment text (if any) added by the approver as he or she approved the order. This line appears in the body of the message.
      mailopening Buyer on approval Specifies the opening word of the message sent to the buyer in each language (for example, "Dear" in English, as in "Dear Customer"). The customer name will be taken from the order.
      mailreceived Buyer on approval Specifies a piece of the message body in each language. This section is the local language equivalent of "We have received your order. Order ID:". The order ID and a link to order details will be appended immediately after this text.
      mailrecipient Buyer on approval

      This is an extra e-mail address (for example, orderhandler@infor.com) to which an extra notification of all approved orders will be sent. Usually, this will be a user responsible for processing all incoming orders at the merchant company.

      The primary recipient is the user who placed the order.
      mailsender Buyer on approval

      This is the e-mail address that will be shown in the "from:" field of the message (for example, "orderhandler@infor.com"). Usually, you should set this to a generic address for the system, thereby indicating an automatically generated mail.

      The name and e-mail address of the approver will be listed in the body of the message.
      mailsubject Buyer on approval This is the subject that will be shown for the message sent to the buyer.
      ofamail_byuser Approver This is the label (for example, "Submitted by:") placed directly before the name of the person who submitted the order. This line appears in the body of the message sent to the approver.
      ofamail_closing Approver Specifies the closing of the message body in each language (for example, "Sincerely, Infor e-Commerce" in English).
      ofamail_mailcomment Approver This is the label (for example, "Buyer comment:") placed directly before the comment text (if any) added by the buyer as he or she submitted the order for approval. This line appears in the body of the message.
      ofamail_opening Approver Specifies the opening word of the message sent to the approver in each language (for example, "Dear" in English, as in "Dear Approver"). The approver’s name will be taken from the database record for the contact selected by the buyer as he or she submitted to order.
      ofamail_requestapproval Approver This is the label (for example, "You are requested to approve the order:") placed directly before the order number of the incoming order. This line appears in the body of the message sent to the approver. A link to the order details and approval/rejection form is also added.
      ofamail_sender Approver

      This is the e-mail address that will be shown in the "from:" field of the message (for example, "ordering@infor.com"). Usually, you should set this to a generic address for the system, thereby indicating an automatically generated mail.

      The name and e-mail address of the user who submitted the order will be listed in the body of the message.
      ofamail_subject Approver This is the subject that will be shown for the message sent to the approver.

      Order-received message texts on the OrdersForApproval.jsp page. These generate the order-received message sent to the user after he or she submits an order that must be approved and the approval-requested mail sent to the approver.

  4. Click the name in the Text Name column to edit the value of that item.
  5. Save your changes when you are done.
  6. Continue working with these text items until you have finished configuring and/or translating each of them.
  7. Click the Application Setup:Texts link in the navigator. This time, search for text items with a name containing "mail" on the OrdersForApprovalDetails.jsp page.

    The texts on this page appear in the e-mail sent when the approver denies an order.

  8. Edit the texts as you did for the other messages.

    The relevant text items are detailed in the table below.

    Table Name Purpose
    email Specifies the word for "e-mail" in each language. This text appears on the HTML page and is not part of the denied-order-mail configuration.
    mailclosing Specifies the closing of the message body in each language (for example, "Sincerely, Infor e-Commerce" in English).
    mailcomment This is the label (for example, "Approver comment:") placed directly before the comment text (if any) added by the approver as he or she rejected an order. This line appears in the body of the message.
    maildeclined This is the label (for example, "The following order has been declined:") placed directly before the order number for a rejected order. A link to the rejected order is also given. This line appears in the body of the message.
    maildeclinedby This is the label (for example, "The order was declined by:") placed directly before the details of the approver who rejected the order (including name, phone number and e-mail address). This line appears in the body of the message sent to the buyer.
    mailopening Specifies the opening word of the message sent to the buyer in each language (for example, "Dear" in English, as in "Dear Buyer"). The buyer’s name will be taken from the order.
    mailsender

    This is the e-mail address that will be shown in the "from:" field of the message (for example, "ordering@infor.com"). Usually, you should set this to a generic address for the system, thereby indicating an automatically generated mail.

    The name and e-mail address of the approver will be listed in the body of the message.
    mailsubject This is the subject that will be shown for the message.

    Order-denied message texts on the OrdersForApprovalDetails.jsp page. These generate the order-denied message sent to the buyer if an order is rejected by the approver. (continued)