Display Approval Work Item Data in Lightning Email Templates Using Flow and Content Definitions

Follow these steps to surface your approval data.

1. Create Custom Fields on the Quote

First, create the fields on the Quote object that will hold the information you want to see in your email.

1. Navigate to Setup > Object Manager > Quote.

2. In Fields & Relationships, click New.

3. Create fields based on your needs (e.g., "Last Approver" as a Text field, or "Approval Decision Date" as a Date/Time field).

2. Map Values Using Flow Builder

Create a Record-Triggered Flow to send data from the Approval Work Item to your new Quote fields.

1. Go to Setup > Flows and select New Flow.

2. Choose Record-Triggered Flow and click Create.

3. Set the Object to Approval Work Item.

4. Set Trigger the Flow When to A record is updated.

5. Add a Get Records element to find the related Quote using the Quote ID from the triggering AWI record.

6. Optional: If you need the Approver's name, add a Get Records element for the User object to find the user associated with the AWI.

7. Add an Assignment element to map the AWI values to your Quote fields:

   • Example: Quote.Last_Approver__c Equals User.Name

   • Example: Quote.Approval_Decision_Date__c Equals $Record.Decision_Date__c

8. Add an Update Records element to save the changes to the Quote.

9. Save and Activate your flow. 

3. Update Your Email Template

Now that the data lives on the Quote, you can pull it into your notifications.

1. Open your Lightning Email Template.

2. Use the Merge Field Picker to find the custom fields you created on the Quote object.

3. Insert the merge fields (e.g., {{{Quote.Last_Approver__c}}}) into your email body.

4. Save the template.

Now, whenever an approval status changes, your Quote will update automatically, and your emails will reflect the most current approval details.