2087739 - Single Sender and Single Recipient | How They Work and Setting Them Up in SuccessFactors

• How can I change the Sender of SuccessFactors notifications?
• Is it possible to change the "FROM" name or email for the SuccessFactors notifications?
• Can I customize the SuccessFactors sender name and email for all notifications?
• Is it possible to set a Single Sender & Single Recipient for email notifications?
• How to change system e-mail notifications sender's name from "System System"
• How to avoid end users from receiving any notification from SuccessFactors
• How to disable all the instance's notifications
• I'd like to test some notifications and therefore disable them for the users
• How to temporarily send all the SuccessFactors notifications to a single email address

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

SAP SuccessFactors HCM Suite

What is the Single Sender feature?

• SuccessFactors has a standard Sender for all the HCM Platform Notifications, which is "System System (system@successfactors.com)".
• However, some customers may wish to customize it in order to be more friendly to end users or even to match the Company identity.

Starting from 2H 2023 release, Single Sender and Single Recipient have been moved from Provisioning to Manage Email Notifications in Admin Center as a new self-service tool for customer. The existing configuration on Single Sender and Single Recipient before 2H 2023 release were copied from Provisioning to Manage Email Notifications.

Please refer to Managing Email Notifications | SAP Help Portal

Note: Sometimes, a customer's firewall settings can also see the standard Sender as "spam", so it's also a reason that could motivate the change.

• If it happens, asking your IT to allow our sender server IP address can also be helpful to you. Check out KBA 2087468 for further reference.
• By taking this action, you'll ensure all SuccessFactors notifications will be allowed by your firewall/mail security application as they're external sources.

This change can be done through the Single Sender feature. It's possible to change either the Sender's name and/or email address.

Example: You can switch from the standard System System (system@successfactors.com) to Example Company (beaware@example.com).

Important: The domain set in the Single Sender's email address must be valid and the domain must be validated as per 2H 2024 release (check KBA 3419773). If you set a dummy email in there, all instance notifications will stop being delivered.

***IMPORTANT NOTES***

1. Before enabeling single sender configuration, it is mandatory to update the SPF record for the domain being used on single sender with our email server IPs. All our mail server IP addresses and domains can be found in 2089448 . All of our SPF records are can be found in 2087468.
2. Customers who are using the third-party spam solutions (like Proof Point, Mimecast, Office 365 protections, etc...) need to update the respective exclusion or allow listing options list based on IP address or domain allow-listing and update the “Rate limit exclusion” section with our public IPs. All our mail server IP addresses and domains can be found in the See Also section of KBA 2688533. **Please note we do not have visibility on these third-party spam filters, so we do not have technical steps to share on this. Kindly reach out to the technical support of these solutions for any assistance with the same.
3. This option is applicable to the entire system and cannot be enabled for a specific module only.

To enable:

1. Go to Admin Center
2. Search for Manage Email Notifications (if you do not find the tool, make sure that the permission is enabled. Go to 'Admin Center' > Manage Permission Roles > Chose the Role>  Edit >Next > Search for 'Manage Email Notifications'> Select the permision and save it). 
3. Here you will find where to configure Single Sender:

NOTE: If Single Sender and Single Recipient were configured for your instance in Provisioning, the configurations were copied to Manage Email Notifications in Admin Center and it is now required to use a verified domain for customized Single Sender.

• Single Sender Name: it can be any string and will be the shown Sender's name, such as "Example Company" from the previous example.
• Single Sender Email: The email address, with a valid domain, you'd like to appear as "FROM" in the notifications, such as "beaware@example.com" from the previous example.

Important: Be careful to not choose some switch which may end up defining a real user's email as the Single Sender:

Example: Rewrite of the domain only (which isn't permitted) by changing johndoe@abc.com to johndoe@successfactors.com

• Second John's email could be a real user in SuccessFactors, and therefore this approach would result in our employees getting your emails when people reply to John.
• Finally, this could lead to a scenario where our SuccessFactors company users would receive your emails. It would be a huge security breach.

Important: This setting won't affect any email notification workflow, sending and receiving settings, or other settings. It's only about Sender's looking.

What is the Single Recipient feature?

• Sometimes customers may have an internal testing project requiring end users to not receive email notifications.
• An example could be hiring, promotion, or termination tests. It wouldn't be good for an end user to receive such notifications.
• The purpose of Single Recipient is to help in these situations. When active, all notifications will be delivered to a single email's inbox instead of users.
• From there, should you wish and have a capable system, you can determine the subject of and whom to send the email to.

To enable:

1. Go to Admin Center
2. Search for Manage Email Notifications
3. Here you will find where to configure Single Recipient

• Single Recipient Name: this can be any string, just like the Single Sender.
• Single Recipient Email: this will be the email address where all the notifications will be delivered to.
• The Single Recipient email address must be valid. Otherwise, all the notifications go nowhere.

Extra: If the company have different domains for different departments or business units, a customer might want turn on Single Recipient feature for only some domains,  and for emails of other domains should still receive their notifications in the meantime. Customer could provide us a coma-separated list with the domains that should go to Single Recipient in field of Forward email addressed to these domains only (comma separated)

Example: example-sales.com, example-it.com, example-hr.com

• As a result, all the notifications sent to Sales, IT, and HR will be forwarded to Single Recipient address.
• Notifications sent to other domains will be sent to original email addresses directly.

Important: Single Recipient and Single Sender are totally independent of each other and can be used alone or in combination.

KBA 2087468 - Emails Blocked or Not Delivered Due to Spam Filters, Spoofing, Bombing (mass mail), IP Allow Lists

KBA 3419773 - Domain Verification-How to add a new TXT record on DNS & common FAQ

KBA 3472404 - How to use Check Tool for 'Email Notifications Configuration' item

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