Implementing e-mail notifications

E-mail notifications are based on templates. To access a template, choose Administration Center→ Company Settings → E-mail Notification Template Settings. Here, you can turn event-triggered notifications on or off as well as edit the signature, message body, and other options associated with the notifications.

To turn on or off event-triggered notifications perform the following steps:

1. To turn on a notification for all users, select the checkbox next to the notification. To turn off a notification for all users, deselect the checkbox next to the notification.

2. Choose Save Notification Settings.

When e-mail notifications are enabled and users have the appropriate permissions, the users have the option to turn them on or off.

To Enable and Disable a Notification

E-mail notifications are generated from pre-configured templates in SAP SuccessFactors. Here, you can enable and disable event-triggered notifications, as well as edit the signature, message body, and other options associated with the notifications.

• To enable or turn a notification on for all users, select the checkbox next to the notification.

• To disable or turn a notification off for all users, deselect the checkbox next to the notification.

• When finished, choose Save Notification Settings at the bottom of the page.

If e-mail notifications are enabled, users may have the option to turn them on or off depending on how their company’s instance is configured, and/or if that permission is granted to users.

This section describes how to manage communications with SAP SuccessFactors users using the system. You will learn how e-mails are triggered, and how to turn e-mail notifications on and off. You will also learn about changing the user notification e-mail and about sending a user welcome e-mail.

E-mail notifications are either triggered by an automatic system response or triggered by an administrator.

• Event-Triggered Notifications:These are automatic messages that are triggered by an event, for example, when a form is moved from one person to another. These are notifications that are sent by your system and occur without any administrator interaction.
• Administrator-Triggered Notifications:These notifications are sent by an administrator. For example, the Send Welcome Message is a notification that is triggered by an administrator.

Administrators can update the message in notification e-mails by editing the text in the e-mail body. Select an e-mail template link to view and edit the details of the e-mail template. It is also possible to create separate e-mail bodies by form template for any form-based notification (for example, the Document Routing Notification).

E-mail Signature

By default, the standard text of an e-mail notification uses variables to pull text in from the software and display it in the message body. For example, [[SIGNATURE]] is a variable. You can customize the E-mail Signature template and this text is included in any message that uses the [[SIGNATURE]] variable. The signature is placed in the footer of the e-mail. If you do not customize the signature, the system default signature shows in the text footer.

Other Template Options

In addition to modifying the message body and signature, you can modify the e-mail priority (for example, indicating high priority). You can select a different template, a different language, and edit the e-mail subject.

You can choose not to allow users to turn e-mail notifications on and off. This can be set through Administration Center→ Company Settings → Company System and Logo Settings. Select the checkbox beside This option allows a company-wide setting on whether users will receive E-mail notifications. If ‘checked’, all users will receive E-mail on all workflow related process. If not checked, each user has an option to turn notification on/off. Choose SaveCompany System Setting at the bottom of the page to save changes.

User-Specific E-mail Notification Options

You can grant users permission to select their e-mail notification preferences using the Settings menu. If this is enabled, users can decide if they want to receive SAP SuccessFactors e-mail notifications.

Users can turn their e-mail notifications on or off by going to the Name menu, selecting Settings, and choosing Notifications. Then they can select the e-mail notification option that they prefer.

Note

If a user chooses not to receive e-mail, this applies to all SAP SuccessFactors notifications.

Changes to User E-mail Notifications

If your company allows users to turn notifications on or off within their personal Settings, you, as an administrator, can manually override a user’s own preference to receive e-mail notifications, or can change the setting on behalf of a user.

You can also use this option to troubleshoot when users indicate that they are not receiving system e-mails, and can turn them back on.

To send an on-demand (administrator-triggered) e-mail notification, choose the Send User Welcome E-mail link in the Manage Employees section of Admin Center. The Send System Message E-mail Notification page opens. The default e-mail message that is displayed here is based on the Welcome Message template found in E-mail Notification Templates Settings.

You can modify the e-mail notification options to include the information you need to send to your users each time, or the default message may be modified within E-mail Notification Templates Settings.

These notifications can be sent to individuals, groups, or the entire active user base. To send a system message to a particular user, select the Send system message by user link at the top of the page and then select your user below.

Role-Based Permission Prerequisites

Proper permissions are required for users to view requested information of others.