Customizing Project and Event Email Templates

The system uses email templates to create email notification messages sent by the system.

Project Email Templates give the administrator the ability to customize messages that are used in project templates as well as for tasks inside of projects.

• Users who are members of groups with the Project Email Templates Administrator role can customize these templates. These groups include:
  • Project Email Templates Administrator
  • Contract Administrator
  • Project Administrator
  • Customer Administrator
• Users who belong to these groups can:
  • Modify the subject and body of email notification messages.
  • Format text, and create different versions of email templates according to project type.
  • Add email template tokens, which are references or placeholders for information that is provided by the system when the email generated from the template is sent.
  • Provide translated text for the email subject or text.

The project email templates are organized by Project Type:

You will see a Project Type for each project type you have created a custom notification for.

For example, there is the notification template Task - Sent to a task owner when a reviewer/approver is assigned or when a user is assigned as the owner of a To Do task. You may want the email notification from sourcing projects to contain one message, while a To Do task from a Contract Workspace may have different text as part of the notification. SAP Ariba allows you to set a template for different project types so you can convey different messages to the recipients of tasks from different types of workspaces.

SAP Ariba Sourcing automatically generates notifications to inform users about the state of an event. Depending on the situation, SAP Ariba Sourcing sends notifications as instant messages, emails, or both. Notification content is determined by templates, which can be customized by users that belong to the Customer Administrator group.

These notification types can be located in the Event Manager menu under Messaging Templates:

Customer Administrators can:

• Modify the subject and body of event-based email notification messages.
• Format text and create different versions of email templates according to project type.
• Add email template tokens, which are references or placeholders for information that is provided by the system when the email generated from the template is sent.
• Provide translated text for the email subject or text.
• Modify the templates for a single user in an event, for all users in an event, and for all events.

SAP Ariba provides a list of template tokens that can be used in the email notifications that are sent out.

Tokens act as placeholders for information that is automatically pulled from a project or from somewhere else within your SAP Ariba Spend Management suite and are indicated in brackets [].

Additional email tokens can be found by selecting the Add Email Template Token button while editing a project email template.

Be sure not to edit the text within the token brackets, or the system cannot recognize them and will not substitute the desired values.

Custom template tokens are not supported.

• Project and event email notifications use templates that can be edited and include tokens that pull in project data values.
• These templates can be customized by users who are members of groups with the Project Email Templates Administrator role.