Customize approval e-mail text in the backward-compatible document library

As a coordinator on a folder in a backward-compatible document library, you can customize the approval e-mail text Microsoft Office SharePoint Portal Server 2003 sends to approvers to inform them that a document is awaiting their approval. You specify the text of the e-mail message by using the Approval tab of the Properties page for the specific folder.

Customize approval e-mail text

1. From the network place for the backward-compatible document library, right-click the folder you want to configure, and then click Properties.
2. Click the Approval tab, and then select an approver from the list.
3. Click Set E-mail.
4. Type the approver's e-mail address, and then click OK.

   Note  This is recommended, but not required. If you do not provide an e-mail address, users see alerts for approval requests only on the portal site, and do not receive the approval e-mail. The approver address, if entered, should be a full SMTP address (for example, user_name@example.com).

5. Type any comments you want to include in the approval e-mail message.
6. Click OK twice.

   SharePoint Portal Server sends the approval e-mail message with your comments to the approvers on the list when a document is ready for their approval.

Note  You can make changes to a folder approval process, but the changes take effect only for documents submitted for approval after the changes are made. Changes to the approval process do not affect documents already pending approval.

Related Topics

Add or remove approvers in the backward-compatible document library

About the approval process in the backward-compatible document library

Publish documents in the backward-compatible document library

About document management and publishing