2481052 - Consolidated Email Notifications - Performance Management

This article explains how the Consolidate Email Notification works in the Performance Form. 

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SAP SuccessFactors Performance Management

Understanding Consolidated Email Notifications 

This feature to send out consolidated notifications for the same recipient into one single email at specific time intervals.

How to enable the Consolidate Notification? 

To enable the Consolidate Email Notification, ensure the following:

• The "Consolidate Notification for the same recipient into a single email" option is enabled for the relevant email template.
• The email interval is selected in the Customize Settings for Form Templates page.
• The Provisioning job "Process Batched Emails" is configured to correspond with the selected interval.

Procedure

1. Enable the "Consolidate Notification for the same recipient into a single email" option

• Navigate to Admin Center, go to Email Notification Template Settings.
• Select a notification, such as "Document Routing Notification.
• Locate the option "Consolidate Notification for the same recipient into a single email" and enable it. 

The consolidation option is available for the following performance form email notifications:

 Document Creation Notification
 Document Routing Notification
 Document Reject Notification
 Document Completed Notification
 Document Forward Notification
 Document Deletion Notification

With the consolidation option enabled, the form recipient will receive a single consolidated email summarizing all relevant form notices.
Without the consolidation option, each form notification will be sent to the recipient immediately when the relevant action occurs.

The subject of the consolidated notification email will be " + (Summary)". For more details about the email subject and body of the consolidated emails, please refer to KBA 2310661 - Email Notification - Consolidated notifications being sent with generic email subject & body - is it possible to change it? 

2. Configure the Consolidated Interval Settings

• Access Customize Settings for Form Template: Click on the "Customize Settings for Form Template" link to open the dialog box.
• Enable Consolidation for Each Template: Select the 'enabled' checkbox for each template you want to consolidate notifications for.
• Choose Consolidation Interval: With the 'enabled' checkbox selected, choose an interval in the "Consolidated & Interval" column. The available intervals are 1, 2, 4, 6, 8, 12, 24 hours.

The Interval setting determines how frequently emails will be consolidated. For example, if you select an interval of 6 hours, email notifications will be consolidated every 6 hours.

Note: Different templates can have different settings. If you untick "Enabled" and "Consolidated & Interval" for a specific form template, then for this particular form template, it will not send consolidated emails, but real-time notifications. For other templates with "Enabled" and "Consolidated & Interval" ticked, it will still send consolidated emails.

3. Configure the Provisioning Job "Process Batched Emails"

Set Up the Job:

• In Provisioning (Only Partner and Product Support), set up the job "Process Batched Emails."
• Job type: Process Batched Emails
• Occurrence: Recurring
• Recurring Pattern: Daily/Weekly/Monthly/Yearly
• Job run time: Set the job run time according to the interval time specified in the Email Notification Template Settings. Refer to the below table. 

Align Job Run Time with Email Interval Settings:

The interval selection in Email Notification Template Settings and the job running time selected in the Process Batch Emails job must be perfectly aligned. Consider the 'Document Routing Notification' with an interval of 6 hours. If two or more forms are routed within this 6-hour window, their email notifications will be consolidated into a single email and queued in the backend. The actual sending of this consolidated email depends on the time configured in the "Process Batched Emails" job.

The following table outlines the corresponding job run schedule based on the selected email intervals: 

Important: Please ensure that the job run time strictly matches the email interval settings in the Email Notification Template Settings. Otherwise, the consolidate notificaiton will not work as expected. 

Here are some Example Scenarios for Configuring "Process Batched Emails" Job. 

Example Scenario 1: Select 24-Hour Interval 

• Email Interval: 24 hours
• Job Run Time: Set the job to run between 00:00 and 00:59.
• Result: Consolidated emails will be sent once daily within the specified time frame. If the job is not set within this time frame, no consolidated emails will be sent.

Example Scenario 2: Select 6-Hour Interval

• Email Interval: 6 hours
• Job Run Time: Configure the job to trigger at the following times:
  • 00:00 - 00:59
  • 06:00 - 06:59
  • 12:00 - 12:59
  • 18:00 - 18:59
• Result: Consolidated emails will be sent every 6 hours within the specified time frames.

Example Scenario 3: Daily Emails at Specific Time

• Desired Email Time: 5:00 AM every day
• Email Interval: 1 hour (to ensure timely delivery)
• Job Run Time: Set the job to run at 5:00 AM.
• Result: Consolidated emails will be sent daily at 5:00 AM.

Additional Notes:

Customizing Email Notification Settings for Form Templates

2310661 - Email Notification - Consolidated notifications being sent with generic email subject & body - is it possible to change it? 

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