3756157 - Custom Email Notification Not Triggered for New Hire Data Review Step - Onboarding

Custom email notifications are not triggered when the New Hire Data Review (NHDR) step is created or assigned in the onboarding process.

Even though a business rule is configured to trigger the email when the process task status is “In Progress” or “Scheduled”, the email notification is not sent.

SAP SuccessFactors Onboarding

1. Configure a business rule to trigger a custom email notification based on Process Task Status conditions.
2. Assign the business rule to the Onboarding Process object under Configure Object Definition.
3. Initiate a new onboarding process or restart an existing onboarding process.
4. Allow the New Hire Data Review (NHDR) step to be created and assigned.
5. Observe that the expected custom email notification is not triggered.

This issue can occur due to one or more configuration inconsistencies:

1. Incorrect business rule condition setup
   
   
   • The rule does not correctly evaluate the transition of the process task status.
   • Instead of comparing:
     • Process > Process Tasks > Process Task Status = In Progress, and
     • Original Record > Process Tasks > Process Task Status = Scheduled
   • The rule incorrectly uses the same base object (e.g., Process) for both conditions, preventing proper evaluation.
     
     
2. Mismatch in Recipient Builder configuration
   
   
   • The recipient builder defined in the email template does not match the one maintained in the email category configuration.
   • This mismatch prevents the system from identifying valid recipients for the email notification.

To ensure the custom email is triggered after the NHDR (Data Review) step:

1. Validate Business Rule Configuration
   • The rule must be assigned to the Process object under Configure Object Definition.
   • Maintain the correct conditions:
     Process > Process Tasks > Process Task Status = In Progress
     Original Record > Process Tasks > Process Task Status = Scheduled
   • Ensure the second condition uses Original Record (pre-change value), not Process again.
     
     
2. Verify Email Trigger Configuration
   • Confirm the rule is properly linked to trigger the email notification.
     
     
3. Check Recipient Builder Consistency
   • The Recipient Builder configured in:
     • Email Category
     • Email Template (Step 3)
   • must be identical.
   • Example: Onboarding Process Task Role-Based Recipient Builder
     
     
4. Retest the Scenario
   • Restart the onboarding process after corrections.
   • Verify if the email is triggered successfully.

refer to: Custom email initiation for New Hire Data Review step is not occurring - Onboarding

refer to: Creating a business rule to initiate an email when the New Hire Data Review step is In Progress

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