SAP Knowledge Base Article - Public

2082912 - How to use the Mail Queue - Onboarding 1.0

Symptom

Customer would like to know how to use the Mail Queue.

"Image/data in this KBA is from SAP internal systems, sample data, or demo systems. Any resemblance to real data is purely coincidental."

Environment

SAP SuccessFactors Onboarding 1.0

Resolution

There will be times you may want to confirm an email has been sent.  Such as, a new hire has told you they have not gotten the welcome email.  Please review the following tips on the Mail Queue to help you find out:

  • If an emails have been sent.
  • When an email was sent.
  • To whom an email was sent.
  • Who was CC’ed.
  • What the email said.
Below is a screen shot of the Mail Queue: To navigate to this queue from the main dashboard, click Onboading Dashboard > Settings > Mail Queue. The Mail Queue will present.
The time zone defaults to the server (UTC+1). Depending on the time of year it would be PST or PDT.  You may change it to the local (UTC-3). This will be your local time. In this case, it is UTC. Remember, the system generally runs on the PST/PDT time.
You can sort the work queue by order and ascending/descending. 

There are a lot of criterias you can use to do searches, please check them below:

  • Message ID number.
  • Subject line of the email.
  • Attributes. You may use the drop down list to choose how you would like to search.
  • In this example, we have used first and last name.  Note: all the emails in the queue are associated with this new hire.  You will see the name of the notification, the ‘To’ and the ‘CC’.  There is also, a status and a date and time column.
  • If you would like to review the email that was sent, you may double click on the line of the notification.  Or you may click the ‘view’ icon.   A dialog box will present.  It opens on the Main Properties tab.
  • You may review the recipient via the Recipient tab.
  • You may review what the email said.  Note: there is a link (Onboarding) in the email but it is not a live link when it is in the mail queue. 
  • You may see how many attachments were sent with the email.  In this case, no attachments were sent.
  • You may use the excel icon to export all the information from the search to an excel spreadsheet.
  • You may use the Audit Trail icon to review the audit trail for a particular email. 
  • You may search the work queue by status.  In the example, we have search for failed emails.   Note: many of the failed emails do not have a “To” email address.  Without an email address in the “To” column, the email will fail; even if there is a “CC” email, the system will not send it.
  • The other emails failed as those emails are not real emails.  The system tried to send these emails but it could not as there was no one/email to accept them.

Keywords

Mail, Queue, Email, Sent, Fail, Audit, Trail, Notification, Reminder, Awaiting, From, To, CC, Status

, KBA , LOD-SF-OBD-EML , Emails and Notifications , How To

Product

SAP SuccessFactors Onboarding all versions