Version: eXtendWebApproval all versions
Audience: User

eXtendWebApprovals allows you to approve or reject transactions via email. It also allows for comments to be added to describe the reason for rejecting a transaction. You can add the approve/reject options to an existing email template or an Advanced PDF/HTML template. This article will describe the features and use cases of WebApprovals.

Sending Email for Transaction Approval

  1. Open the transaction you want to send for approval in Edit mode. 
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  2. Go to the eXtendWebApproval subtab and mark the check box eXtendTech Web Approval Generate Public URL as checked and click Save.

    Note: If the checkbox is already checked, your account may be configured to automatically enable the approval URLs.

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  3. After you save the transaction, the approval and rejection URLs will automatically populate. You can view a video demo of the link generation process here.

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  4. Go the Communication subtab and click the Email button to email the transaction for approval. 
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  5. Confirm your recipients are correct. Click on the Message subtab.
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  6. Select the Template your NetSuite Administrator has configured to include the approval buttons.
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  7. Click Merge and Send. 
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  8. The recipient will receive an email with the Yes / No options like the example below. The exact look of your template will depend on the configuration performed by your NetSuite Administrator.
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You can automate the email sending process using workflows based on your business flow.

Sending PDF Print Attachment for Transaction Approval

  1. Open the transaction you want to send for approval from PDF attachment in Edit mode.

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  2. Go to the eXtendWebApproval subtab and mark the check box eXtendTech Web Approval Generate Public URL as checked and click Save.

    Note: If the checkbox is already checked, your account may be configured to automatically enable the approval URLs.     
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  3. After you save the transaction, the approval and rejection URLs will automatically populate. You can view a video demo of the link generation process here.
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  4. Check your transaction form to confirm the print templates are enabled for the record you’re using.

    Note: depending on your permissions, your NetSuite Administration may need to check this for you.
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  5. Select the customized Advanced PDF template in Print Template and in Email Template that your NetSuite Administrator has configured for Web Approval buttons.

  6.  When sending email using the transaction record’s Communication subtab, select the checkbox Include Transaction as checked under the Attachments subtab to send your transaction PDF as an attachment.
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  7. If you want to send your transaction’s PDF print (configured with approval buttons) separately, download the PDF print of your transaction record using NetSuite’s default print button. 
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  8. You will find the approval section at the bottom of your PDF print with clickable buttons as shown in the example below. The style may vary as depending on the configuration and styling made by your NetSuite Administrator. A video demo is available for sending the Email and Transaction attachments with Web Approvals here. 
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Approving a Transaction 

  1. To approve the transaction, the recipient will click the Yes button within the Email or PDF Template. You can view a video demo of the entire Approve / Reject process here. 

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    Email Body Example 

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    Printed PDF Template Example

  2. A window will open to show the approval is being processed. 

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  3. Once it’s finished processing, the window will look like example below. 

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Rejecting a Transaction 

  1.  To reject the transaction, the recipient will click the No button within the Email or PDF Template. You can view a video demo of the entire Approve / Reject process here. 
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  2. A window will open for them to enter their Rejection Comments and click Submit. 
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  3. A window will open to show the rejection is being processed.
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  4. Once the rejection has completed processing, the window will look like this example. Image Placeholder

View the Approval Status of the Transaction 

  1. To view the approval status of your transaction, open your transaction in View or Edit mode. 

  2. Click the eXtendWebApproval subtab. You can see if Approved or Rejected is checked. The eXtendTech Web Approval Comments field will show the comments from the recipient. The eXtend Web Approval User will also be populated. If no one has replied, both the checkboxes will be empty. 
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