Add a "View Images" Link to Invoice Approval Emails

Emburse Invoice Enterprise customers who opt for HTML-formatted invoice approval emails have the option of providing a "View Images" link below the ACCEPT and RETURN buttons in each message. This allows approvers to access the images associated with an invoice via the email. Additionally, if there is a purchase order associated with that invoice, a "View PO Images" link will also appear if the View Images link is configured.

Note that each user's email preference must be set to HTML in the People Admin Screen in order to receive an email with this link.

1. Click ADMIN SETTINGS > MASTER DATA > ENTITIES.

2. Use the search box to see if the required entity type "EmailFormat Invoice Approval Notification Default" (Code: EmailFormat_IAAN_default) already exists for your organization. If so, skip to Step 5. Otherwise, continue to Step 3.

3. Click the blue + button to the right of "Entity Types" and enter the following:

• Name: Invoice Approval Email Images
• Description: Invoice Approval Email Images
• Code: EmailFormat_IAAN
• Sort Order: Use the Sort Order drop-down to change the order in which this entity type will appear in the list. You may sort by Entity Name, Entity Code or Sort Order.

4. Check Do Not DELETE (from feed), leave the other fields blank, and click SAVE.

For more details on the Languages option, see "Add and Edit Entity Type Languages" in Entities Admin Screen.

5. In the Entities grid in the lower half of the screen, click the blue + button.

6. Add the following entity:

• Name: Include Image Link
• Code: IncludeImageLink
• Extra Data 1: Enter the number of days that the link for the images should be active. Valid values (in days) are

• 1-7 (anywhere in that range)

• 14

• 30

• 60

• 90

• 180

7. Check Do Not DELETE (from feed), leave the other fields blank, and click SAVE.

The "View Images" link will now appear below the ACCEPT and RETURN buttons on every HTML invoice approval email. If there is a purchase order associated with the invoice, a "View PO Images" link will also appear. Once the specified number of days have passed since the email was sent, the approver will no longer be able to view the images.