2481052 - Consolidated Email Notifications - Performance Management

• Email notifications are sent only once for multiple routing/creation of documents for every user.
• Subject of the Email has (Summary) appended in it.
• The Consolidated email notification is not triggering. How to fix it?

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SAP SuccessFactors Performance Management

1. Go to Admin Centre- > Email Notification Template Settings
2. Select the notification > Enable "Consolidate Notification for the same recipient into single email"
3. Route one document to a user
4. You will notice that there was no email triggered to the user.

When Consolidate notifications for the same recipient into one single email flag is enabled, it will consolidate all the emails which share the same email type and send to the same user one single email, and will follow by Summary for Email subject.

Configuration & Workflow

Document Creation Notification

With the the Consolidate notification option enabled, when there are 2 or more forms created for the same user within 24 hours and these are available in the same user's Performance inbox folder, then a script is triggered for batch Email.

The user will receive one consolidated Document Creation email which summarizes all the form creation notice contents into one single email, and the email subject changes to "<Original Subject> + (Summary)".

With the the Consolidate notification option disabled, the Document Creation notification will be sent to a user when a form instance is available in his/her Inbox. Each form has its own email notification to every recipient.

Document Routing Notification

With the the Consolidate notification option enabled, when there are 2 or more forms  created within 24 hours and these are available in the same user's Performance Inbox folder, then a script is triggered for batch Email.

The user will receive one consolidated Document Routing email which summarizes all the forms routing notice contents into one single email, and the email subject changes to "<Original Subject> + (Summary)"

With the the Consolidate notification option disabled, the Document routing notification will be sent to a user when a form instance is available in his/her Inbox. Each form has its own email notification to every recipient.

Document Reject Notification

With the the Consolidate notification option enabled, when there are 2 or more forms that were rejected in the Signature stage and sent back to the same user's Performance Inbox folder within 24 hours, then a script is triggered for batch Email.

The user will receive one consolidated email which summarizes all the forms rejected routing notice contents into one single email, and the email subject changes to "<Original Subject> + (Summary)"  

With the the Consolidate notification option disabled, the Document reject notification will be sent to a user when a form instance is rejected in the Signature stage. Each form has its own email notification to every recipient.

Document Completed Notification

With the the Consolidate notification option enabled, when there are 2 or more forms which were completed within 24 hours, and all the form's subject share the same Manager, then a script is triggered for batch Email.

The manager will receive one consolidated email which summarizes all the forms email notification contents into one single email, and the email subject changes to "<Original Subject> + (Summary)", refer to below sample email.

With the the Consolidate notification option disabled, the Document completed notification will be sent to the recipient directly when the document is completed. Each form has its own email notification to every recipient.

Document Forward Notification               

With the the Consolidate notification option enabled, when there are 2 or more completed forms that were forwarded to the same user's completed folder within 24 hours, then, when you run below script to trigger batch Email, the user will receive one consolidated email which summarizes all the forms routing notice contents into one single email, and the email subject changes to "<Original Subject> + (Summary)"  

With the the Consolidate notification option disabled, the Document Forward Notification will be sent to a user when a completed document is forwarded to their Completed folder. Each form has its own email notification to every recipient.

To understand the concept of sending out consolidated e-mail better, let's consider the following example:

Suppose for a user, one form was routed at 11:16, one at 11:48 and one at 12:05, and the job in provisioning is configured to run at 12:10. This job will process all the e-mails that were sent in the last one hour (from 11:10 to 12:10) and will send the consolidated e-mail to the users.

You can configure the consolidated interval from the Email Template Notification page, and from Customize Settings for Form Templates dialogue box:

• Using "Consolidated & Interval" setting on the Customize Settings for Form Templates dialog box:

  You can also select customized consolidated interval for the e-mail notifications used in Performance Management from the Customize Settings for Form Templates dialog box. Note The interval that you add under Customize Settings for Form Templates takes precedence over the interval specified in the E-Mail Notification Templates page.

NOTE1: The interval that you add under Customize Settings for Form Templates takes precedence over the interval specified in the E-Mail Notification Templates page.

NOTE2: If you untick "Consolidated & Interval" for a specific form template, then for this particular form template, it will not send consolidated mails, but real-time motifications. For other templates with "Consolidated & Interval" ticked, it will still be consolidated mails.

In Provisioning (Only Partner and Product Support) check that the frequency of Job ("Process Batched Email") matches with the interval selected from the following screen from "E-Mail Notification Template Setting":

Below is the list of periods on which the Process Batched Email job should run in provisioning corresponding to interval selected in the Email settings:

Attention that if ProcessBatchEmail job set to run every hour, may cause potential  performance risk. So please set-up schedule job according to interval time.

For further information on Consolidated Email Notifications, please visit the Performance Management Admin Guide.

Additional Note:

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