2086635 - Email Notification Template Settings - Calibration

This article explains the purpose of each Calibration Email Notification, the default email body text, and what tokens are supported.

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SAP SuccessFactors Calibration

• Visit the E-Mail Notification Templates Settings page to enable the Calibration Email Notifications you wish to use.
• Each of the Calibration Templates contain default subject lines and body text, and this can be adjusted to meet your requirements.

NOTE: Please note that email notification tokens are not interchangeable, therefore it is not advised to use tokens from other notification templates.  This can either lead to an issue with generating the email notification, or the token will not pull in the expected values.  Please refer to KBA: 2087503

Amin Tools > E-Mail Notification Templates Settings

Notify Calibration Participants to Submit Ratings

Purpose:

• When an administrator or facilitator validates a session, they may see the error that some forms have not been routed to the designated step.
• If they choose, they can email the managers of those users to request that the forms be routed to the appropriate step. This feature is helpful if you don't want to auto-route the forms at this point in time, but you still need the process to move forward.
• The Session is in Setup mode and Admin sees the email button when trying to validate the session.
• If they click on the button, this email template pops up in a new window and you can modify the To/Subject/Body of the email.
• Option to opt out of email within that window.

Subject: Please submit your calibration ratings
Body: Please submit ratings for your direct reports for the [[SESSION_NAME]] session. [[SIGNATURE]]

Notify Calibration Participants of Session Finalization

Purpose:

• This email is sent when an administrator or facilitator finalizes a session.
• If the administrator or facilitator does not want to send an email to the participants and owner(s), they can opt out.
• If the participants do not have permission to see the session data within the Calibration tab, it is not necessary to send them an email upon session finalization.

Subject: [[SESSION_NAME]] Calibration Session Finalized
Body: The [[SESSION_NAME]] calibration session has been finalized and approved. [[SIGNATURE]]

Notify Calibration Participants of Auto-Routed Forms

Purpose:

• This email is associated with the Calibration Template setting Enable force route button in validation step found in the Advanced tab of the Template.
• The administrator or facilitator in charge of the session has the option to send this email when routing forms into the designated step.
• If the administrator or facilitator does not want to send an email to the manager, they can opt out.
• The Session is in Setup mode, and the Admin sees auto route button when trying to validate the session.
• If they click on the button, the form will be skipped ahead into the proper step of the route map.
• This email template pops up in a new window and you can modify the To/Subject/Body of the email.

Subject: [[SESSION_NAME]] Calibration Forms have been Automatically Routed
Body: The [[SESSION_NAME]] calibration session has automatically routed forms for some of your direct reports. [[SIGNATURE]]

Notify Calibration Participants of Session Activation

Purpose: 

• This email is sent when an administrator or facilitator activates a session.
• If the administrator or facilitator does not want to send an email to the participants and owner(s), they can opt out.
• If the participants do not have permission to see the session data within the Calibration tab, it is not necessary to send them an email upon session activation.
• The Admin validates the session and all forms pass validation.
• The Admin can now see the button to Activate session.
• If they click on the button, this email template pops up in a new window and you can modify the To/Subject/Body of the email.

Subject: [[SESSION_NAME]] Calibration Session Activated

Body: The [[SESSION_NAME]] calibration session has been activated. [[SIGNATURE]]

NOTE:

To receive this email notification when you do a Mass Create session. You need to manually open each session you created and click Activate to activate the session. This is because the sessions you created are still in the Setup status.

Notify Calibration Rating Changes during Session Finalization

Purpose:

• When employees' rating is modified during a Calibration session and their session is finalized, their manager will be sent an e-mail notification with the names of all their employees whose ratings have changed.
• The information sent with the notification will show the old and new values for each employee whose information was modified.
• You can disable or enable this e-mail notification at the template level, but you can't disable the e-mail template itself.
• The system will still send this notification even if there are no rating changes.
• The message "There is no rating change in your direct reports" will be included if there were no rating changes made during the session.

Subject: Rating changes for [[SESSION_NAME]]
Body: The SESSION NAME calibration session has been finalized and here are rating changes of your direct reports.

Subject Name    Rating Type    Old Value      New Values
[[RATING_CHANGES]]

If you have any question about this, please contact facilitator [[FACILITATOR_NAME]] with [[FACILITATOR_EMAIL]].
[[SIGNATURE]]

NOTE:

• The "Notify Calibration Rating Changes during Session Finalization" template cannot be disabled via Email Notification Template Settings.
• The “Notify Calibration Rating Changes During Session Finalization” notification can be disabled by disabling the option ‘Manager notification with rating changes on session finalization’ under > Admin Center > Manage Calibration Templates > Advanced Tab.  This needs to be disabled per Calibration Template.
• This needs to be disabled per Calibration Template. See KBA: 2279940

• It is not yet possible to customize the formatting of 'Notify Calibration Rating Changes During Session Finalization' email notification. Currently, the values under the headers (Subject Name, Rating Type, Old Value, New Value) will automatically adjust the spacing depending on the length of each text, which in turn, misaligns the display of text under the headers. This is currently working as designed.

• Currently, it is system design that the token [[FACILITATOR_NAME]] will display the name of user who finalized the session instead of the facilitator role configured in the session.
• The token [[RATING_CHANGES]] will display rating label.

User Assistance Document: Managing Calibration E-mail Template Settings

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