2087503 - Customizing Email Notifications Default Template Text

• This KB article provides a brief description of the default text for each notification found within the SuccessFactors Application.
• It also provides instruction on the default merge tags found within email templates.
• It is possible to associate an email template with a specific form type and possible to have different email messages for different processes.

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• SAP SuccessFactors HCM Suite
• SAP SuccessFactors Performance Management

• The SuccessFactors Application is designed to automate the notifications of certain workflow events.
• The texts of these notifications are configurable to the specific needs of the customer.
• A brief description and the default text for each notification can be found in the attachment.

Note: One exception even within these editable notifications are the email variables, also called email tokens. These system tokens cannot be customized and custom ones cannot be created. These tokens brackets are specific to the relative email notifications. Other tokens may not work if copied into other templates, such as URL.

With 1H 2024 release,We added two new email notification templates, Scheduled Job Started Notification and Scheduled Job Completed Notification, for scheduled jobs. We also improved the default email content of the templates.Please refer to WNV: New Email Notification Templates for Scheduled Jobs | SAP Help Portalfor more details.

How to Access E-mail Notification Template Settings in Admin Center

1. The Role-Based Permission should be granted to the Admin role.
2. Go to Manage Permission Roles
3. Select permission role
4. Under Administrator Permissions > select Manage System Properties tab
5. Enable "E-mail Notification Template Settings"
6. Save permission role

How to Edit the Notifications

To edit the text of the notifications access the ‘E-Mail Notification Templates’ hyperlink in the Administration area of the SuccessFactors Application.

1. Admin Center> Company Settings> E-Mail Notification Templates Settings
2. Select what email notifications you want to customize
3. a. (Optional) To associate an email template with a specific form type check the box "Specify Different Template for Each Form" and in the corresponding drop-down menu, select the form type you want to associate this email notification with. For example, 360 form or review form. Then Save Changes
       Note: In case "Specify Different Template for Each Form" check box is not clickable, that means the feature is not supported for that specific templateand the email notifications will have the same content
   b. To customize your email
   1. Use the dropdown box to choose the language
   2. Click "Switch to"
   3. Use the dropdown box to choose the form template name
   4. Click “Switch to”
   5. Make the desired text edits. We do not recommend copying tokens from other templates into this template as it may not work.
   6. Click “Save Changes
   7. ”Repeat steps 1-5 for each form template you’d like to customize for that particular email template
      Note: Any form template that does not get custom text will use the default email text
4. Click on Save Notification Settings

Long Date Format Token

• There is the option to include dates displayed in written-out format in emails notifications.
• To do so, include this email variable (token) in the email notification template: IS WAS DUE ON LONG and the date will display in this format (for example): May 21, 2010 instead of in number format, such as 05/21/10.
• This new token supports various written date formats such as, 21 May 2010 and other localized date formats.
• This token may be added anywhere you’d like a written date to show up in 360 Review email notifications.

Additional Information

• When creating different text for templates, and you do not see any form template choices listed, it means that your username does not have permission to create forms.
• You have to enable this permission for each form template via “Permission to Create Forms” in Admin tools in order to see the form(s) listed in the dropdown box.
• Please see attachment for a brief description and the default text for each notification can be found in the attachment.
• Email template associations are currently only available for the following email notifications:

• • Document Creation Notification
  • Document Routing Notification
  • 360 Document Approval Notification
  • 360 Document Evaluation Notification
  • 360 Document Kickoff Notification
  • 360 Document Complete
  • Document Due Notification
  • Document Late Notification
  • Step Due Notification

What are the different email notification variables in SuccessFactors?

• PerformanceManager is designed to automate the notifications of certain workflow events.
• The texts of these notifications are configurable to the specific needs of the customer.
• A brief description and the default text for each notification are outlined below.
• To edit the text of the notifications access the ‘E-Mail Notification Templates’ hyperlink in the Administration area of PerformanceManager.

Notification	Trigger	Recipient
Enforce Email Option	Administrator selection	n/a
Disabled User	Inactivated user with active documents	Administrator
Document Creation	Mass Create of a document	User
Document Routing	Send To..; Request for Comment…	Recipient of Send To…
Document Reject	Reject from Individual in Signature Stage	Determined by rejecter
Document Completed	Document sent to completed folder	Optional – employee; employee & manager; employee, HR Rep and manager; all in routing chain
Document Forward	Completed (read only) document sent to another recipient	Recipient of Send To…
Document Routing Skip	Send when the system option is set to allow Manager/HR to skip remaining modification steps in default routing	User/s skipped in the modifications steps.
Document Routing Step Exit Notification	Document Routing Step Exit Notification will be sent to the selected recipient(s) in the event when a routing step is completed.	Employee, Manager, or all users involved in the current and next immediate steps
360 Document Approval Notification	360 Document Approval Notification will be sent to a user when a 360 form is available in his/her Inbox for feedback team selection approval.	360 Subject
360 Document Evaluation Notification	360 Document Evaluation Notification will be sent to a user when a 360 form is available in his/her Inbox for evaluation.	360 Participant
360 Document Kick Off Notification	360 Document Kickoff Notification will be sent to a 360 document subject, informing him/her of the final approved selection of feedback team members, when a 360 form is sent to the Evaluation Stage.	360 Subject
Objective Creation	Creation of a new objective for a user.	User the objective was created for other than self.
Objective Modification	Objective Modification Notification will be sent when a goal is modified in the Goal Plan	The owner of the objective, and the owner’s manager
Objective Delete	Objective Deletion Notification will be sent to a user when a goal was deleted by manager from Direct Report's goal plan view.	The owner of the objective
Document Due	Document due in X day/s	User with doc in Inbox folder
Document Late	Document X day/s late	User with doc in Inbox folder
Welcome Message	Introduction message on PerformanceManager	New employee in data load
Password Changed	Updated password	User
Forget Password Support	Request for password change	User
Employee Transfer	Employee transfers manager	Old manager; new manger; employee
Email Signature	NONE – footer for all other messages	NA

What are the Notification email Variable Codes?

• Each Notification uses variable codes to populate certain data from the document into the text of the notification.
• These codes MUST be in proper form to import variables form document for inclusion into notification.

Variable Code	Definition  (what will it do)
SIGNATURE	Block of text appended to all notifications
DOC TITLE	Title of document
SENDER	Sender of Document
DOC ACCESS URL	URL to access specific document (after log on)
DOC ACTION	Action performed
IS WAS DUE ON	Due date Note: For document routing notification: The token "IS_WAS_DUE_ON" will be replaced by form due date. For step due notification: The token "IS_WAS_DUE_ON" will be replaced by step due date.
DOC COMMENT	Comment from sender to be included in email
EMP NAME	Employee name – subject of document
NO OF DAYS	Number of days until document due (Due) or past due (Late)
EMP USER ID	Employee ID
EMP PASSWORD	Defines employee password
SET_PASSWORD_URL​	Allows employee to set password
LOGIN URL	URL access to application for Log on
XFER TO NAME	New supervisor in employee transfer
XFER FROM NAME	Old supervisor in employee transfer
DOC LIST	List of documents transferred --> This token is not translated to different languages, the forms titles will respecetively be listed only in English
DOC COMPLETION DATE	Date of document completion
DOC LASTMODIFIED DATE	Date of last document modification

• Enforce Email Notification

This option allows a company-wide setting on whether users will receive email notifications.  IF ‘checked’ all users will receive Email on all workflow related processes.  IT NOT checked, each user has an option to turn notifications on/off.

• Disabled User Notification

Disabled User Notification will be sent to a user when a user is deactivated and he/she has documents to be completed in his/her Inbox folder.

The behavior is:

If set the termination date(03-May-2025) before the operation date(05-May-2025), the initiator is the recipient of the "Disabled User Notice" email notification.

If set the termination date(06-May-2025) after the operation date(05-May-2025), the job executor of the HRIS sync job is the recipient of the "Disabled User Notice" email notification.

• Document Creation Notification

Document creation notification will be sent to a user when a form instance is created on his/her behalf.

• Document Routing Notification

Document routing notification will be sent to a user when a form instance is available in his/her INBOX folder.

• Document Reject Notification

Document reject notification will be sent to a user when a form instance is rejected in the Signature stage.

• Document Completed Notification

Document completed notification will be sent when the document is completed.

• Document Forward Notification

Document Forward Notification will be sent to a user when a completed document was forwarded to his/her Completed Folder

• Document Routing Skip Notification

Document Routing Skip Notification will be sent to a user when he/she was skipped in a document routing.

• Document Routing Step Exit Notification

Document Routing Step Exit Notification will be sent to the selected recipient(s) in the event when a routing step is completed.

• 360 Document Approval Notification

360 Document Approval Notification will be sent to a user when a 360 form is available in his/her Inbox for feedback team selection approval.

• 360 Document Evaluation Notification

360 Document Evaluation Notification will be sent to a user when a 360 form is available in his/her Inbox for evaluation.

• 360 Document Kick Off Notification

360 Document Kickoff Notification will be sent to a 360 document subject, informing him/her of the final approved selection of feedback team members, when a 360 form is sent to the Evaluation Stage.

• Objective Creation Notification

Objective Creation Notification will be sent to a user when an objective was created for him/her.

• Objective Modification Notification

Goal Modification Notification will be sent to a user and the user’s manager when a goal is modified in the goal plan view.

• Objective Delete  Notification

Goal Deletion Notification will be sent to a user when a goal was deleted by manager from Direct Report's goal plan view.

• Document Due Notification

Document due notification will be sent to a user when the documents in his/her INBOX folder is approaching the due day.

• Document Late Notifications

Document late notifications will be sent to a user when the documents in his/her Inbox folder is already late for completion

• Welcome Message Notification

Welcome message notification will be sent to a newly added user with login permission.

Tip: The EMP Password token within the Welcome Email may be used for security reasons. Make sure templates have the token SET_PASSWORD_URL

• Password Changed Notification

Password changed notification will be sent to a user when his/her password is being reset by the system administrator.

• Forget Password Support Notification

Forget password support notification will be sent to a user when he/she click on Forget Password Support link on the login page.

• Employee Transfer Notification

Employee transfer notification will be sent when the documents related to the employee are transferred to the new manager.

• Email Signature

Email signature is a block of text that will be appended to all out-going E-Mail notifications.

• More on Customizing Email Notification Templates
• Available Workflow Tags for E-mail Notifications | SAP Help Portal

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