Understand send email action in an approval process
The Send Email action allows you to send customized email messages on approval or denial of a record. The email notification is the default action that the system will execute on record approval or rejection. You can edit, delete the existing notification or add new actions in each approval level.
An email notification consists of the From, To and the Message fields. You can dynamically add values to these fields using Zoho variables, System fields, and the Form fields.
The table below lists the Zoho variables and the System fields that you can use in the notification to assign values dynamically.
| Variable | Replaced with |
| zoho.adminuserid | Email address of the application admin |
| zoho.loginuserid | Email address of the logged in user |
| ${Added_Time} | Record added time |
| ${Added_User} | Name of the user who added the record |
| ${Added_User_IP_Address} | IP address of the user who added the record |
| ${ID} | Unique number assigned to a record |
| ${Modified_Time} | Record modified time |
| ${Modified_User} | Name of the user who modified the record |
| ${Modified_User_IP_Address} | IP address of the user who modified the record |
Apart from the above fields, you can make use of the form fields, i.e., the fields in your form to customize your message. For example, if you have a field name as 'Employee Name' in your form, you can include the variable '${Employee_name}' in the body, and it automatically replaces the actual data entered by the user.
The message field contains text and HTML editor and therefore you can use any HTML tags to format the text. For instance, if you enclose the text inside <b>tag</b>, it will turn bold in the email while <em>tag</em> will italicize the text.