Admin Guide

Email Notifications

The app offers email notifications to improve your workflow efficiency. To activate these features, you need to configure Power Automate flow. Setting up a flow for email notifications ensures that users are informed about specific events, such as receiving a new request for approval. Email templates can be customized in Administration → Request Templates → Edit → Email Notifications tab.

Configuring Power Automate flow for email notifications

Below is an video that guides you through the entire process of configuring the Power Automate flow for email notifications (click the 'play' icon to start watching). The basic setup is simple and takes less than a minute to complete.

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Below are detailed steps to configure Power Automate flow

  1. Open view Administration → Settings → tab "Email Notifications&Reminders" in the app
  2. Expand tab "Setting Up Email Notifications" and click on the link 'Create Power Automate Flow', that will redirect to the Power Automate flow creation page.
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  3. Select the connection for the flow to run on and click the 'Create Flow' button. By default, the flow runs under the account of its creator. While this is sufficient for testing, it is recommended to use a dedicated Microsoft 365 account for production, as outlined in the 'Notices' section below.
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  4. Click button "Edit" to edit the flow
  5. Optionally change flow title (e.g. to Approvals Hub Email Notifications)
  6. Click on the component "Send Email"
  7. Remove all existing values from fields "To", "Subject" and "Body"
  8. Use the 'thunder' icon to enter variables:
    Field 'To': select 'EmailTo'
    Field 'Subject': select 'EmailSubject'
    Field 'Body: select 'EmailBody'
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  9. Click button "Save"
  10. Click button "Save" to save the flow email notifications
  11. Now you can test the flow by creating and submitting requests in the app and check if email notification is delivered. Message delivery time may vary slightly, i.e. sometimes Power Automate delivers messages immediately, and sometimes it takes even a few minutes.

Notices

  • When creating a flow, you need to specify the account under which the flow will execute. By default, the flow runs under the account of the user who created it. While this is sufficient for testing, it is recommended to use a dedicated Microsoft 365 account for production purposes (e.g., no-reply@yourdomain.com) . You can refer to this article for detailed instructions on setting up a new Microsoft 365 user account
  • This account can operate with a free Power Automate license, you can assign license under tab "Licenses and apps" in Microsoft 365 User Profile settings. email notifications