Approval-Notes Token for Approval-Workflow Emails

When an order passes through the Approval Workflow, approvers can leave comments (sometimes called “approval notes”).

The %Workflow.ApprovalNotes% token lets you surface those comments directly in the “Approval Workflow – Job Approved” message template sent to customers. For newly-created storefronts this token is already present in the default email body; existing storefronts can add it with a quick template edit.

The change also clarifies token behavior: %Workflow.RejectedNotes% and %Workflow.ResubmittedNotes% still populate only when a job is rejected or resubmitted, while %Workflow.ApprovalNotes% is reserved for approved jobs.

3. Key Settings

Plan or Version Differences
• New storefronts (created after the July 2025 release) already include the token and need no manual change.
• Existing storefronts retain their current template until you update it.

4. Use Cases

1. Print shop transparency – Let customers see the exact remark an approver left (“Artwork meets brand guidelines—proceed to print”).

2. Agency collaboration – Designers receive context on why a proof was cleared, saving back-and-forth chat.

3. Educational institutions – Department heads can pass brief instructions (“Use fund 3100”) directly to purchasing staff.

4. Compliance tracking – Maintain a written record of approval rationale inside each email for audit purposes.

5. Step-by-Step Implementation Guide

1. Confirm prerequisites

   1. Go to Configuration > Settings > Approval Workflow Settings > General [Tab]

   2. Ensure Workflow Enabled and Enable Approval Comments and Email Submitter on Approval are On.

2. Edit the message template (existing storefronts only)

   1. Navigate to Content Management > Email Message Templates > Approval Workflow [Section].

   2. Search for Approval Workflow Approved and open it.

   3. In the Email body (HTML) field, add a line such as:

       

      Notes: %Workflow.ApprovalNotes%

   4. Click Save.
      
      
      

3. Send a test order

   1. Place a test order that routes through approval.

   2. During approval, enter a comment (e.g. “Approved—ship ASAP”).

   3. Approve the job and wait for the Job Approved email.

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   4. Verify the email shows the comment in place of %Workflow.ApprovalNotes%.

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4. (Optional) Remove legacy work-arounds
   If you previously used %Workflow.RejectedNotes% or %Workflow.ResubmittedNotes% to expose approval comments, delete those tokens to avoid confusion.

5. Repeat for localized templates (if you use multiple languages) by inserting the same token in each language’s email body.