Implementing e-mail notifications

Objectives
After completing this lesson, you will be able to:

After completing this lesson, you will be able to:

  • Make changes to e-mail templates
  • Manage communications in SAP SuccessFactors with triggered e-mail notifications

Make Changes to E-mail Templates

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.

Differentiate event-triggered versus administrator-triggered notifications

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.

E-mail Notification Message Bodies

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.

User notification e-mail options

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.

The Send User Welcome email and Sending System Notifications

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

You can modify the email notification options to include the information you need to send to your users each time, or the default message may be modified within email 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.

Managing Email Notifications

As of the 2H 2023 release, you can set up customized single sender using a verified domain and relay system email notifications in the tool "Manage Email Notifications". This enhancement was built so that system email notification preferences can be set up in the Admin Center without contacting implementation partners or Product Support. Enforced domain verification also helps build and maintain reputation as an email sender and protect against domain impersonation.

To enable this tool use "Manage Permission Roles" choose a role and click on "Permissions". Find under "Administrator Permissions" the item "Manage Admin Center" and check the box in front of "Manage Email Notifications". Don’t forget to save and to log out and back in so that the changes to your permissions can apply.

If single sender and single recipient were configured for the instance in Provisioning, the configurations are copied to "Manage Email Notifications" in the instance. However, it is required to use a verified domain for customized single sender.

For further explanations, please visit: Email Notifications | SAP Help Portal

Informational Experience Now Supported in Digital Assistant

In the Informational Experience, users can ask Digital Assistant for general information about themselves or their colleagues and get such information in the same chat window where they asked the questions. Digital Assistant can also recognize possessive adjectives in user input, such as "his", "her", and "their", and correctly understand which individuals are being referred to in the conversation. As of the 2H 2022 release, the Informational Experience is available on the web, but not in the mobile apps. Supported use cases include cost center, direct manager, office location, and so on.

When interacting with Digital Assistant, users can now get requested information directly in the chat window, without having to navigate to a separate page. This new feature improves users' productivity by getting information readily available for them.

Configuration Requirements

Digital Assistant is only available for a few Early Adopter customers. These customers must have enabled the latest home page.

Role-Based Permission Prerequisites

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

Edit the E-mail Notification Settings

Business Example

In this exercise, you modify template settings in E-Mail Notification Templates and turn off e-mail notifications.

Task 1: Edit the E-mail Notification Settings

In this task you will modify template settings in E-Mail Notification Templates.

Steps

  1. Edit the E-Mail Notification Templates.

    1. Use the Action Searchwindow to navigate to E-Mail Notification Templates Settings.

    2. On the E-Mail Notifications Templates make sure that the following notification are enabled:

      • Goal Creation Notification

      • Welcome Message Notification with Reset Password Support

  2. Choose Welcome Message Notification with Reset Password Support and set the e-mail priority.

    1. Select the Set E-mail Priority, High Priority checkbox.

    2. Choose the Save Changes button.

    3. In the E-mail Subject field enter the following subject line: Welcome to SuccessFactors!.

  3. Change the default e-mail message.

    1. Select all text in the E-mail Body field.

    2. Delete all selected text.

    3. In the E-mail Body, enter the following:.

      Here is your Logon information -

      Username: [[EMP_USERNAME]]

      Password: [[EMP_PASSWORD]]

      You can access this SuccessFactors instance at the following URL: [[LOGIN_URL]]

      [[SIGNATURE]]

    4. Choose the Save Changes button.

    5. Use Action Search to navigate to Send User Welcome E-mail.

    6. Verify that the new E-mail Subject and E-mail Body appear in welcome e-mail.

Result

You modified template settings in E-Mail Notifications Templates.

Task 2: Turn Off E-mail Notifications as a User

In this exercise you will turn off your e-mail notifications.

Steps

  1. Check the setting for E-mail Notifications in Company System and Logo Settings to understand why you are able to switch off E-mail Notifications in the Setting of the Name Menu.

    1. Via Action Search go to Company System and Logo Settings.

    2. Make sure that the option: "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." is not enabled. This means, that every user can decide if E-mail notification is desired.

    3. In the top right corner, open the Profile icon for your user.

    4. Choose Settings.

    5. Choose Notifications.

    6. Select the option Read messages in the system.

    7. Choose Save Notification.

    8. Choose OK.

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