Overview
Softbase Evolution includes a Credit Approval process that allows users to request credit approval directly from Invoicing and automatically notify the appropriate team members.
When a credit approval request is submitted, designated members of the Credit Approval Team receive a notification. Once the request is approved or denied, the user who submitted the request is notified of the decision.
Notifications are available directly within Softbase Evolution, with additional options to receive notifications by Email and/or SMS (Text Message).
1. Setting Up the Credit Approval Team
Before users can receive credit approval requests, they must be designated as members of the Credit Approval Team.
To configure a user:
Navigate to Administration > Users.
Select the user you want to include on the Credit Approval Team.
Open the General tab.
Enable the Credit Approval Team checkbox.
Save the changes.
Once enabled, the user will receive in-app notifications when new credit approval requests are submitted.
Important: Only users designated as Credit Approval Team members will have the Credit Approval Request email and SMS notification options available in their notification settings.
2. Submitting a Credit Approval Request
When a user submits a credit approval request from Invoicing, Evolution automatically generates a notification to the Credit Approval Team.
The notification informs team members that a new credit approval request has been submitted and requires review.
Depending on their notification preferences, Credit Approval Team members can receive:
In-App Notification: Available through the Notifications bell within Evolution.
Email Notification: Sent when the Credit Approval Request email option is enabled.
SMS Notification: Sent when the Credit Approval Request SMS option is enabled.
The notification can include information such as the sales document, customer, requested amount, and user submitting the request.
3. Approving or Denying a Credit Approval Request
Once a Credit Approval Team member reviews the request and approves or denies it through Credit Approval, Evolution automatically notifies the user who originally submitted the request.
This notification is categorized as Credit Approval Status.
The notification communicates the outcome of the request, including whether it was approved or denied.
Depending on the user's preferences, the decision can be communicated through:
In-App Notification
Email Notification
SMS Notification
Status notifications can include the approval decision and approved amount.
Note: Credit Approval Request notifications are intended for the approval team, while Credit Approval Status notifications are sent to the user who submitted the request.
4. Viewing Notifications in Softbase Evolution
All users can access their in-app notifications directly within Softbase Evolution.
To view notifications:
Locate the Notifications bell in the application header.
Click the bell to view recent notifications.
Select See All Notifications to access the complete notification list.
Credit approval notifications appear here alongside other Evolution system notifications.
Important: The Notifications bell is where users view their notifications. The Administration > Notification Center is used by administrators to manage notification templates and is not the user's notification inbox.
5. Configuring Email and SMS Notifications
Each user can manage how they receive credit approval notifications.
User Notification Settings
Navigate to User Profile > My Settings.
Locate the notification preferences.
Find the applicable notification category:
Credit Approval Request: For users designated as Credit Approval Team members.
Credit Approval Status: For users who submit credit approval requests.
Enable Email and/or SMS based on your preferences.
Save your changes.
Email and SMS can be enabled independently, allowing users to receive one or both types of notifications.
Note: Disabling email or SMS does not disable in-app notifications. In-app notifications remain available through the Notifications bell.
Administrator Notification Settings
Administrators can also manage notification preferences on behalf of users.
Navigate to Administration > Users.
Select the appropriate user.
Open the Notifications tab.
Enable or disable the applicable email and SMS notification options.
Save the changes.
6. Managing Notification Templates
Administrators can customize the content of the email and SMS messages sent for credit approval activity.
To manage these templates:
Navigate to Administration > Notification Center.
Locate the applicable notification template:
Credit Approval Request
Credit Approval Status
Review or modify the email and SMS message content.
Save the changes.
Credit Approval Request templates can include information such as the customer, sales document, requested amount, and requester.
Credit Approval Status templates can include the approval decision and approved amount.
Note: SMS notifications have message length limitations. Messages exceeding the permitted length may be truncated.
7. Understanding the Notification Process
| Action | Who Receives the Notification | Notification Type |
|---|---|---|
| Credit approval request submitted | Credit Approval Team members | Credit Approval Request |
| Credit approval request approved | User who submitted the request | Credit Approval Status |
| Credit approval request denied | User who submitted the request | Credit Approval Status |
All three events generate in-app notifications. Email and SMS are additional options based on each user's notification settings.
8. Troubleshooting Notifications
Not receiving new credit approval requests?
Verify that the user has the Credit Approval Team checkbox enabled under their User setup > General settings.
Credit Approval Request is not available in notification settings?
This option is only available to users designated as members of the Credit Approval Team.
Not receiving email or SMS notifications?
Verify that the appropriate Email or SMS option is enabled under User Profile > My Settings or Administration > Users > Notifications.
Not receiving a notification when a request is approved or denied?
Confirm that you are the user who originally submitted the request. Credit Approval Status notifications are directed to the submitting user.
Where can I see my notification history?
Click the Notifications bell within Evolution and select See All Notifications.
Summary
Softbase Evolution's Credit Approval notifications help streamline the approval process by keeping both the Credit Approval Team and requesting users informed.
Credit Approval Team members are notified when a new request is submitted.
Requesting users are notified when their request is approved or denied.
In-app notifications are available through the Notifications bell.
Email and SMS notifications can be configured independently by each user or an administrator.
Administrators can customize notification message templates through the Notification Center.
For additional assistance configuring Credit Approval notifications, please contact Softbase Support.
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