Customize Approval Process Email Templates

Overview

You can now customize the email templates that are being used to generate notifications for the Approval Process in Microsoft Dynamics.

This guide lists the steps for customizing email templates used in an entity’s Approval Process.

Audience

• Microsoft Dynamics Administrators

• IT Support

Prerequisites

• Ensure that TechnoMile's Growth Suite is already installed and configured. The version of this package must be 2026.2 or higher.

Customize Approval Process Email Templates

1. Click Growth and select Growth Configurations.
   

2. Go to TM Email Templates and click to open an Approval Process/Request - related Email Template of your choice such as Approval Request Notification.
   

3. Go to General, select Type such as Approvals, and enter the Table - Logical Name of an entity of your choice.
   Note that Table Set and Display - Names are auto-populated.

   You can select one of three Types of Email Templates:

   • Approvals: These are templates that can be used to Approve or Reject Approval Requests.

   • Rich Text: These are standard templates that can be used for general communication requirements.

   • Custom HTML: These are templates with rich contents that can be used for advanced communication requirements.

   

4. Scroll down to edit Email Body and insert into it Display and Logical names of fields related to your selected entity that you wish to include in this template such as PWIN Score.

5. To retrieve Display and Logical names of fields, perform the following steps:

   1. Go to https://make.powerapps.com/

   2. Go to Tables, click All, search for, and then click to open Opportunity.
      

   3. Click Columns.
      

   4. Search for and click to open PWin Score.
      

   5. Copy the value in the Display name field.

   6. Expand Advanced options and copy the value in the Logical name field.

      

6. Go back to TM Email Templates and open the Email Template - Approval Request Notification.

7. Paste the Display and Logical name field values in the Email Body as shown in the image below and click Save.

   Important:

   • Display names of fields are inserted within **  ** inside the Email Body. For example, **PWIN Score**.

   • Logical names of fields are inserted within [[ ]] inside the Email Body. For example,[[fedcap_pwinscore]].

   • For Logical names of fields, Email Body uses placeholders to automatically insert data from corresponding field in your CRM record, when an email is generated. Therefore,[[fedcap_pwinscore]] will insert the PWIN Score field value of an Opportunity Record.

   

8. In some cases, you may need to retrieve data that is related to your CRM record, such as an Opportunity’s related Account Name. This can be done using look up fields, which allow you to look up related data ensuring accuracy by directly pulling in information from the related entity. In such a scenario, Email Body will be inserted with the following:

   • Display name of field will be **Account Name**.

   • For Logical name of field, placeholders will use . (dot) to navigate to related records. So, Logical name of field will be [[parentaccountid.name]] that will insert the Account Name field value of an Opportunity Record.

     • Here, parentaccountid will be retrieved from the Opportunity entity - Columns Table and name will be retrieved from the Account entity - Columns Table.

   

Validate Customized Email Template

1. Go to Validate Email Template, enter your CRM Test Record ID, and click Validate.

   Note:

   • To retrieve the Test Record ID, open your CRM record and copy the value of the ID parameter from the Record URL. For example, if your Record URL is https://your-environment.crm.dynamics.com/main.aspx?pagetype=entityrecord&etn=your_table&id=YOUR-RECORD-GUID, then your Test Record ID will be YOUR-RECORD-GUID.

   Email Template is Valid message displays.
   

2. You can then trigger a notification that uses Type - Approvals Email Template to receive an email with all your customizations. Note that post sending the email, placeholders are automatically replaced with data from your CRM record.

3. Go to History to track all sent emails and ensure that they are delivered.
   

Using Markdown in Approvals Type Email Template

For more information on how to structure your Approvals Type Email Template and guidelines on using Markdown, refer to the following Markdown Guide.