3742280 - How to Set up Custom Workflow Email Notification for Single Record Approval in Flexible Period Time Sheet

• As of the 1H 2026 release, it is now possible to configure custom workflow notifications for Time Off, Time sheet, and Single Record Approvals using the Document Generation framework. 
• This KBA explains how to set up custom workflow email notification for single record approvals in Fexible Period Time Sheet.
• For how to set up custom workflow email notification for time sheet, please refer to KBA 3739909.

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 Time Tracking

Prerequisites:

• Ensure the employee is using a flexible period time sheet. (In the employee’s time recording profile, the “Time Sheet Approval Period” must be set to any option other than legacy week.)

• If the employee is using a legacy week time sheet, the setup below will not work. The issue with single record approval notifications in legacy time sheets is currently under investigation by the Engineering team, as documented in KBA-3746065.

Configuration:

1. Create a Document Generation Template, assign the appropriate workflow category, and link it to a Document Template Group. (The Document Template Group can be created via Admin Center → Manage Document Template.)
   
2. Map the placeholders to the Time Recording object in Manage Document Template Mapping tool with Direct Mapping Type. 
   For example, the start time, end time, strat date, time type can be mapped as below.
   
    
3. Assign the Document Template Group to the Workflow Email Configuration from Manage Workflow Email Configuration tool.
   
4. Link the Workflow Email Configuration to the relevant workflow object. 
   
5. To configure rules that trigger the single record approval workflow, please refer to Setting Up Single Record Approval.
6. Once a single record approval is submitted, the system sends an email notification based on the configured Document Generation Template.
   

• KBA 3735336 - SAP SuccessFactors Time Tracking and SAP SuccessFactors EC Time Sheet Release FAQ - First Half 2026 (1H 2026)
• KBA 3739909 - How to Configure Custom Workflow Notifications for Time sheet and Time Off Using Document Generation
• KBA 3746065- Missing Mapping Object for Single Record Approval in Legacy Time Sheet During Custom Workflow Notification Set up
• Help Portal - Creating Custom Templates with Document Generation
• Help Portal - Creating a Workflow Email Configuration
• Help Portal - Setting Up Custom Workflow Notifications
• Help Portal - Configuring Time Sheet Workflows

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