3228120 - Email Services Main KBA - Onboarding

• Onboarding e-mails not triggering for specific new hire

• Multiple email templates might be triggering for the same trigger and email of the recipient(mostly manager) is not maintained in the Employee File for them. Make sure valid emails are maintained in the Employee Profile of all the recipients for all the templates.
• Multiple email templates might be triggering for the same trigger and email of the recipient(mostly manager) is unsubscribed. For the manager of the new hire, the Email Notifications are not enabled/unsubscribed under Change User Email Notifications setting. There might be a case where multiple active profiles for the new hire's manager exists in the system and for all of them same email ID is maintained. For one of the profile the emails are unsubscribed in this setting which could cause this issue. 
  
  
• Welcome Message Email Not Triggered to any of the New Hires

Resolution:- Check the initial configurations from Onboarding end as per the below KBA-

https://launchpad.support.sap.com/#/notes/2908711

The issue observed mostly is that the Onboarding emails are not being sent to a particular domain. Kindly create an internal ticket to Platform team for DKIM and SPF configuration details as mentioned in the below KBA-

https://launchpad.support.sap.com/#/notes/2087468

NOTE: Component to be used for this issue LOD-SF-PLT-NOT to be reported to SAP Support

• Need emails to be sent post Personal Data Collection or at trigger points other than the standard email templates available.

Resolution:- Custom Triggers and Custom Categories are not supported in Onboarding Emails

• Restart Reason needs to be sent in the Restart email template

Resolution:- Custom tokens are not supported in Onboarding Emails and only the pre-delivered tokens can be included in emails.

• Username is no longer populating Username Field automatically when using login URL

Resolution:- Username is not available in Login page by default post 1H 2022 release. Please refer the below KBA for this information-

https://launchpad.support.sap.com/#/notes/3199298

• Email Services is Missing in Admin center or Not loading

Resolution:- Incorrect configuration and missing permissions-

https://launchpad.support.sap.com/#/notes/3219748

• Change in email id during NHDR / PDC step, reset password email is sent to old email id whereas Onboarding emails are sent to new email id

Resolution:- Data entered by candidate or manager during PDC and NHDR steps would be stored in Employee tables(EC) and once the candidate is converted to internal user on the start date the email information(and other related information) would be stored in User Sys info table.

Onboarding emails(welcome message , meeting emails ) are sent to email stored in EC tables, Reset password(Platform emails) are  sent to email stored in User Sys info table.  To sync this information to User Sys info table - "HRIS sync mapping" has to be added. 

 Steps to add HRIS sync mapping:-

1. Open Manage Business Configuration
2. Under Employee Central select HRIS Sync Mappings
3. Add Hris element - email information (Refer attachment - HRIS sync mapping- email.jpg )
4. From Provisioning execute "HRIS sync job" - this is required for previously alerted data to be synced

Note : Any changes done after mapping, would automatically get updated in the User Sys info table 

 IMPORTANT POINT : When HRIS sync mapping is added and if candidate or manager adds Business email in the system along with Personal email, in this case always Business email is given precedence. Business email would be stored in User Sys info table

 RECOMMENDATION : When mapping is added, Business email should always be given during MPH step and not in NHDR or PDC steps

• Welcome email is not being sent to any of the new hires. Tried to resend the email to personal ID but still didn't receive the email

This is a configuration issue in Provisioning-->Company Setting, the Single Recipient checkbox is checked. Kindly uncheck this box for the emails to be not sent to one specific recipient configured. Refer below KBAs for information on Single Recipient and Single sender-

https://launchpad.support.sap.com/#/notes/2144697

https://launchpad.support.sap.com/#/notes/2087739