Managing Workflow Email Notifications

What's my access level?

Access Level: Leader, Manager, Student Org Admin, or Org Admin

This article is intended for users with Member, Leader, Manager, Student Org Admin, or Org Admin access in Suitable. If you don’t have one of these roles, some of the steps outlined below may not be available in your account.

Keep in mind... 

Workflow emails tell you when a request needs you and when it is finished, so requests keep moving without anyone checking the list all day.

Note: There are two settings. Request Owner Emails covers requests you sent or started, which are requests you own. Participant Emails covers requests where you or your Admin Group have a task, such as an approval.

How to manage your workflow emails: 

1. Navigate to Requests on the left sidebar.
2. Select Notification Settings at the top right of the request list.
3. Set Request Owner Emails to Yes or No. In the app, this reads "These are emails tied to requests you have opened."
4. Set Participant Emails to Yes or No. In the app, this reads "These are emails tied to requests where you may be an approving body, but not the direct owner."

5. Select Save. To close without changes, select Cancel.

Note: The owner of a request is the person in the Owner column. When an administrator sends a request to an organization, the student who receives it becomes the owner.

Emails you can receive: 

Every workflow email has the subject "Update on Request #" followed by the request number. The email tells you what changed:

• Your action is required: A form or approval task is open for you. You also get this email when a request is sent back to you because the earlier form reopens.
• Request Denied: A reviewer denied the request.
• Request Canceled: The request was canceled.
• Request Completed: The request was fully approved and completed.

Remember: Suitable does not send reminder emails, and there is no separate email when a request is sent back unless your action is required. Check Requests for anything marked Needs Your Action.

Good to know 

If you review requests for an Admin Group, keep Participant Emails on so you hear about new approvals as soon as they reach your group.

Get more from Suitable 

Make sure the right people get approval emails by keeping your Admin Groups current. Learn how in Managing Admin Groups.

If you have additional questions, chat with us below or send us an email at support@suitable.co.