• SUBMISSIONS AND APPROVALS • SETUP GUIDE

How to Reject an Application and Include a Reason

By Rivio Support Team
2 min read

What you will achieve in this guide

Follow this step-by-step documentation to configure custom B2B registration forms, approval workflows, and customer tagging.

EXPECTED SETUP TIME 5-10 Minutes
COMPATIBILITY All Shopify Themes & Plans
TECHNICAL DIFFICULTY Zero Code Required

Reject a Shopify wholesale application and optionally include a reason in the applicant’s rejection email.

Before you begin

Find the intended application by form, reference, and applicant email. Read its current status and original answers before changing a decision. Approval can affect customer tags, company records, emails, and connected integrations.

Choose the reason and inspect previous approval

A rejection reason is applicant-facing when included in the rejection email. Explain what is missing or why the business does not qualify, without copying sensitive internal notes. The rejection template itself is fixed.

Rejecting an application that was previously approved is consequential: the app removes tags it added and deletes the company it created. Inspect linked records before rejecting; this is different from asking the applicant for more information.

Set up this workflow

  1. Open the application in Submissions.

  2. Review its current status and whether a customer or company was already created.

  3. Enter a clear reason in the reason-sent-to-applicant field if appropriate.

  4. Avoid including internal or sensitive review notes in the applicant-facing reason.

  5. Select Reject.

  6. Confirm Rejected status and inspect the expected email and any reversal of previous approval effects.

Example

Reject a Pending test application with the reason We need a valid resale certificate before reviewing wholesale access.

Expected result

The record is Rejected and the applicant's enabled rejection notification contains the provided reason.

Limits and important behavior

  • Rejecting a previously approved applicant removes the tags added by the app and deletes the company it created.
  • Treat this reversal as consequential and inspect the linked records before rejecting.
  • The rejection email template is fixed, but the supplied reason can be included.

Troubleshooting and verification

Before rejecting an application that was previously approved, inspect the linked tags and company. Rejection can remove app-added tags and delete the company the app created. Review the optional reason before sending the applicant’s fixed-template rejection email.

Screenshots to add

Screenshot placeholder: Capture the relevant app screen for “How to Reject an Application and Include a Reason” after completing the setup. Show the controls used to open the application in Submissions. Add a second screenshot showing the result of this check: Confirm Rejected status and inspect the expected email and any reversal of previous approval effects. Use dummy applicant details and mask any secrets.

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