SAP Knowledge Base Article - Public

2558070 - Workflows: Custom Workflow Notifications


What is it?

  • Option to customize workflow notifications for the main workflow actions for the different recipients:
  • Define for each workflow step, action and recipient the templates, which should be used to send out emails
  • Define for each workflow step, action and recipient, if an email notification should be send or not
  • Have more flexibility to define the notification texts – empower customers to add more content to the email notifications

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 HXM Suite
  • SAP SuccessFactors Employee Central 


For major workflow actions and email recipient, admins can now create custom email notification templates. Within these templates, admins can now define variables in addition to the existing workflow tags to provide more information to the workflow participants right away. And the system gives the admins greater flexibility by allowing them to even turn off the notifications when necessary.

If you want to learn more about how to implement Custom Workflow Notification templates, please refer to the following implementation guide:

NOTE: The implementation of Custom Workflow Notifications will require an engagement with SAP Professional Services, or your Implementation Partner. The implementation of Custom Workflow Notifications is out of scope of Product Support.

Current Limitations:

  • Delegation & Escalation: We do not support custom mails for delegation and escalation as well as emails generated if an HR admin locks, unlocks, reroutes, or skips workflows.
  • MDF Workflows: Currently this is not yet supported - Enhancement ECT-72039 is currently open.
  • MDF Objects: - Not all MDF objects are available in Document Generation yet - therefore there is some limitation in how you can currently leverage this new feature. 

See Also

  • 2409741 - Customizing Workflow Email Notifications - EC
  • 2877411 - Some CC Role Types receive the Custom Workflow Notifications while others receive the Standard Workflow Notifications


SF, success factors, EC, ECT-26389, ECT-72039, Custom Workflow Notifications, Document generation, 1711, customize, workflows, WFL, WF, template, TIM-560 , KBA , LOD-SF-EC-WFL , Workflows - Configuration, Tools, Objects & Rules , How To


SAP SuccessFactors Employee Central all versions ; SAP SuccessFactors HXM Suite all versions