2087503 - Email Notifications: Customizing Email Notifications Default Template Text - BizX Platform

SAP Knowledge Base Article - Public

2087503 - Email Notifications: Customizing Email Notifications Default Template Text - BizX Platform

Symptom

  • This document provides a brief description of the default text for each notification found within the SuccessFactors Application. It also provides instruction on the default merge tags found within email templates. You can associate an email template with a specific form type, so it is possible to have different email messages for different processes.
  • You would like to modify, edit or customize the default messages.

Environment

  • BizX Platform

Resolution

The SuccessFactors Application is designed to automate the notifications of certain workflow events. The texts of these notifications are configurable to the specific needs of the customer. A brief description and the default text for each notification can be found in the attachment.

NOTE: One exception even within these editable notifications are the email variables, also called email tokens. These system tokens cannot be customized.

These tokens brackets are specific to the relative email notifications. Other tags may not work if copied into other templates, such as URL

To edit the text of the notifications access the ‘E-Mail Notification Templates’ hyperlink in the Administration area of the SuccessFactors Application.

  1. Admin Tools> System Properties> E-Mail Notification Templates Settings
  2. Select what email notifications you want to customize
  3. a. (optional) To associate an email template with a specific form type check the box "Specify Different Template for Each Form" and in the corresponding drop down menu, select the form type you want to associate this email notification with. For example, 360 form or review form. Then Save Changes
    b. To customize your email
    1. Use the dropdown box to choose the form template name
    2. Click “Switch to”
    3. Make the desired text edits. We do not recommend copying tokens from other templates into this template as it may not work.
    4. Click “Save Changes
    5. ”Repeat steps 1-5 for each form template you’d like to customize for that particular email template
      Note: Any form template that does not get custom text will use the default email text
  4. Click on Save Notification Settings

 
Long Date Format Token

B1003 Email notifications:

You now have the option to include dates displayed in written-out format in emails notifications. To do so, include this email variable (token) in the email notification template: IS WAS DUE ON LONG and the date will display in this format (for example): May 21, 2010 instead of in number format, such as 05/21/10. This new token supports various written date formats such as, 21 May 2010 and other localized date formats. You can add this token anywhere you’d like a written date to show up in 360 Review email notifications. (MTR-1430)
 

Additional Information:

When creating different text for templates, and you do not see any form template choices listed, it means that your username does not have permission to create forms. You have to enable this permission for each form template via “Permission to Create Forms” in Admin tools in order to see the form(s) listed in the dropdown box.

Please see attachment for a brief description and the default text for each notification can be found in the attachment.

Note: Email template associations are currently only available for the following email notifications:

  • Document Creation Notification
  • Document Routing Notification
  • 360 Document Approval Notification
  • 360 Document Evaluation Notification
  • 360 Document Kickoff Notification
  • 360 Document Complete
  • Document Due Notification
  • Document Late Notification
  • Step Due Notification

 

 

What are the different email notification variables in successfactors?

 

 

PerformanceManager is designed to automate the notifications of certain workflow events.  The texts of these notifications are configurable to the specific needs of the customer.  A brief description and the default text for each notification are outlined below.  To edit the text of the notifications access the ‘E-Mail Notification Templates’ hyperlink in the Administration area of PerformanceManager.

 

Notification

Trigger

Recipient

Enforce Email Option

Administrator selection

n/a

Disabled User

Inactivated user with active documents

Administrator

Document Creation

Mass Create of a document

User

Document Routing

Send To..; Request for Comment…

Recipient of Send To…

Document Reject

Reject from Individual in Signature Stage

Determined by rejecter

Document Completed

Document sent to completed folder

Optional – employee; employee & manager; employee, HR Rep and manager; all in routing chain

Document Forward

Completed (read only) document sent to another recipient

Recipient of Send To…

Document Routing Skip

Send when the system option is set to allow Manager/HR to skip remaining modification steps in default routing

User/s skipped in the modifications steps.

Document Routing Step Exit Notification

Document Routing Step Exit Notification will be sent to the selected recipient(s) in the event when a routing step is completed.

Employee, Manager, or all users involved in the current and next immediate steps

360 Document Approval Notification

360 Document Approval Notification will be sent to a user when a 360 form is available in his/her Inbox for feedback team selection approval.

360 Subject

360 Document Evaluation Notification

360 Document Evaluation Notification will be sent to a user when a 360 form is available in his/her Inbox for evaluation.

360 Participant

360 Document Kick Off Notification

360 Document Kickoff Notification will be sent to a 360 document subject, informing him/her of the final approved selection of feedback team members, when a 360 form is sent to the Evaluation Stage.

360 Subject

Objective Creation

Creation of a new objective for a user.

User the objective was created for other than self.

Objective Modification

Objective Modification Notification will be sent when a goal is modified in the Goal Plan

The owner of the objective, and the owner’s manager

Objective Delete

Objective Deletion Notification will be sent to a user when an goal was deleted by manager from Direct Report's goal plan view.

The owner of the objective

Document Due

Document due in X day/s

User with doc in Inbox folder

Document Late

Document X day/s late

User with doc in Inbox folder

 

 

 

Welcome Message

Introduction message on PerformanceManager

New employee in data load

Password Changed

Updated password

User

Forget Password Support

Request for password change

User

Employee Transfer

Employee transfers manager

Old manager; new manger; employee

Email Signature

NONE – footer for all other messages

NA

 

What are the Notification email  Variable Codes

Each Notification uses variable codes to populate certain data from the document into the text of the notification.  These codes MUST be in proper form to import variables form document for inclusion into notification.

 

Variable Code

Definition  (what will it do)

SIGNATURE

Block of text appended to all notifications

DOC TITLE

Title of document

SENDER

Sender of Document

DOC ACCESS URL

URL to access specific document (after log on)

DOC ACTION

Action performed

IS WAS DUE ON

Due date

Note:

For docucment routing notification:
The token "IS_WAS_DUE_ON" will be replaced by form due date.

For step due notification:
The token "IS_WAS_DUE_ON" will be replaced by step due date.

DOC COMMENT

Comment from sender to be included in email

EMP NAME

Employee name – subject of document

NO OF DAYS

Number of days until document due (Due) or past due (Late)

EMP USER ID

Employee ID

EMP PASSWORD Defines employee password

SET_PASSWORD_URL​

Allows employee to set password

LOGIN URL

URL access to application for Log on

XFER TO NAME

New supervisor in employee transfer

XFER FROM NAME

Old supervisor in employee transfer

DOC LIST

List of documents transferred

DOC COMPLETION DATE

Date of document completion

DOC LASTMODIFIED DATE

Date of last document modification

 

Enforce Email Notification

This option allows a company-wide setting on whether users will receive email notifications.  IF ‘checked’ all users will receive Email on all workflow related processes.  IT NOT checked, each user has an option to turn notifications on/off.

Enforce Email Notifications  £

Disabled User Notification

Disabled User Notification will be sent to a user when a user is deactivated and he/she has documents to be completed in his/her Inbox folder.

Email Subject:

none

Email Body:

none

 

Document Creation Notification

Document creation notification will be sent to a user when a form instance is created on his/her behalf.

Email Subject:

Document Creation Notice from PerformanceManager

Email Body:

Please be advised that the document DOC TITLE has been created for you by SENDER and is now available in your PerformanceManager Inbox folder.

You can access this document at the following URL:

DOC ACCESS URL

 

SIGNATURE

 

Document Routing Notification
Document routing notification will be sent to a user when a form instance is available in his/her INBOX folder.

Email Subject:

 DOC TITLE Routing Notice

 

Email Body:

Please be advised that the document DOC TITLE is now available in your PerformanceManager Inbox folder for your DOC ACTION.

 

This document was last with SENDER and IS WAS DUE ON. Comments from SENDER are:

DOC COMMENT

 

You can access this document at the following URL:

DOC ACCESS URL

 

SIGNATURE

 

Document Reject Notification
Document reject notification will be sent to a user when a form instance is rejected in the Signature stage.

 

Email Subject:

DOC TITLE Routing Notice

 

Email Body:

Please be advised that the document DOC TITLE has been reviewed and rejected by SENDER. The document is now in your PerformanceManager Inbox folder for your modification.

 

This document IS WAS DUE ON, and comments from SENDER are:

DOC COMMENT

 

You can access this document at the following URL:

DOC ACCESS URL

 

SIGNATURE

 

 

Document Completed Notification
Document completed notification will be sent when the document is completed.

 

Options for recipients: manager; manager & employee; manager; HR rep & employee; everyone in routing chain

 

Email Subject:

 DOC TITLE Completed Notice

 

Email Body:

Please be advised that the document DOC TITLE for EMP NAME is completed.  If you have participated in the review process, you can view the final version of the document in your PerformanceManager Completed folder.

 

SIGNATURE

 

 

 

 

 

Document Forward Notification
Document Forward Notification will be sent to a user when a completed document was forwarded to his/her Completed Folder

 

Email Subject:

DOC TITLE Routing Notice

 

Email Body:

Please be advised that the document DOC TITLE is now available in your PerformanceManager Inbox folder for your review.  This is a ‘read-only’ document, completed on DOC COMPLETION DATE and can not be modified.

 

Comments from SENDER are:

DOC COMMENT

 

You can access this document at the following URL:

DOC ACCESS URL

 

SIGNATURE

 

 

Document Routing Skip Notification
Document Routing Skip Notification will be sent to a user when he/she was skipped in a document routing.

 

Email Subject:

DOC TITLE Routing Notice

 

Email Body:

Please be advised that the document DOC TITLE is now available in your PerformanceManager for your DOC ACTION.

 

This document was last with SENDER and IS WAS DUE ON. Comments from SENDER are:

 

DOC COMMENT

 

You can access this document at the following URL:

 

DOC ACCESS URL

 

SIGNATURE

 

Document Routing Step Exit Notification
Document Routing Step Exit Notification will be sent to the selected recipient(s) in the event when a routing step is completed.

 

Email Subject:

DOC TITLE Workflow Progress Notice

 

Email Body:

Please be advised that the document DOC TITLE has moved from the FROM STEP DESC phase to the TO STEP DESC phase.

 

This document was last with SENDER and IS WAS DUE ON.

 

SIGNATURE

 

360 Document Approval Notification
360 Document Approval Notification will be sent to a user when a 360 form is available in his/her Inbox for feedback team selection approval.

 

Email Subject:

DOC TITLE Routing Notice

 

Email Body:

Please be advised that the document DOC TITLE is now available in your PerformanceManager Inbox folder for your approval of the following feedback team selection:

 

PM360 FEEDBACK TEAM

 

This document was last with SENDER and IS WAS DUE ON. Comments from SENDER are:

DOC COMMENT

 

You can access this document at the following URL:

DOC ACCESS URL

 

SIGNATURE

 

 

360 Document Evaluation Notification
360 Document Evaluation Notification will be sent to a user when a 360 form is available in his/her Inbox for evaluation.

 

Email Subject:

DOC TITLE Evaluation Notice

 

Email Body:

Please be advised that the document DOC TITLE is now available in your PerformanceManager Inbox folder for your DOC ACTION.

 

This document was last with SENDER and IS WAS DUE ON. Comments from SENDER are:

DOC COMMENT

 

You can access this document at the following URL:

DOC ACCESS URL

 

SIGNATURE

 

360 Document Kick Off Notification
360 Document Kickoff Notification will be sent to a 360 document subject, informing him/her of the final approved selection of feedback team members, when a 360 form is sent to the Evaluation Stage.

 

Email Subject:

DOC TITLE Kickoff Notice

 

Email Body:

Please be advised that the feedback process for your DOC TITLE has been started and the team selection has been approved as follows:

 

PM360 FEEDBACK TEAM

 

SIGNATURE

 

 

Objective Creation Notification
Objective Creation Notification will be sent to a user when an objective was created for him/her.

 

Email Subject:

Objective Creation Notice from PerformanceManager

 

Email Body:

Please be advised that the objective OBJ NAME has been created for you by OBJ SENDER.

 

SIGNATURE

 

 

 

Objective Modification Notification

Goal Modification Notification will be sent to a user and the user’s manager when an goal is modified in the goal plan view.

 

Email Subject:

Objective Modification Notice

 

Email Body:

Please be advised that in the period since LAST EMAIL DATE, objectives on GOAL OWNER's objective plan "OBJ-PLAN-NAME" were last modified by users other than yourself.

OBJ LIST

 

 

SIGNATURE

 

 

Objective Delete  Notification
Goal Deletion Notification will be sent to a user when an goal was deleted by manager from Direct Report's goal plan view.

 

Email Subject:

Objective Deletion Notice

 

Email Body:

Please be advised that the objective OBJ NAME has been deleted from your goal plan by OBJ SENDER.

 

 

SIGNATURE

 

 

Document Due Notification
Document due notification will be sent to a user when the documents in his/her INBOX folder is approaching the due day.

 

Email Subject:

 DOC TITLE Due in NO OF DAYS days

 

Email Body:

Please be advised that the document DOC TITLE IS WAS DUE ON.

 

You can access this document at the following URL:

DOC ACCESS URL

 

SIGNATURE

 

 

Document Late Notifications

Document late notifications will be sent to a user when the documents in his/her Inbox folder is already late for completion

 

Email Subject:

 DOC TITLE is Late for NO OF DAYS days

 

Email Body:

Please be advised that the document DOC TITLE IS WAS DUE ON.

 

You can access this document at the following URL:

DOC ACCESS URL

 

SIGNATURE

 

 

Welcome Message Notification

(tip: you cannot use the EMP Password token within the Welcome Email for security reasons. Instead, please make sure your templates have the token SET_PASSWORD_URL)


Welcome message notification will be sent to a newly added user with login permission.

 

Email Subject:

Welcome to PerformanceManager

 

Email Body:

Here is your Logon information -

User ID : EMP USER ID

Password: SET_PASSWORD_URL​

 

You can access the PerformanceManager at the following URL:

LOGIN URL

 

SIGNATURE

 

Pasword Changed Notification
Password changed notification will be sent to a user when his/her password is being reset by the system administrator.

 

Email Subject:

Your New Password from PerformanceManager

 

Email Body:

Please be advised that your password for PerformanceManager has been changed.

 

Your new password is: EMP PASSWORD

(As a reminder, your User ID is: EMP USER ID)

 

SIGNATURE

 

Forget Password Support Notification
Forget password support notification will be sent to a user when he/she click on Forget Password Support link on the login page.

 

Email Subject:

Password Support from PerformanceManager

 

Email Body:

Here is your current password: EMP PASSWORD

You can access the PerformanceManager application at the following URL:

LOGIN URL

 

This is a system-generated message through "Forget Password Support" requested by you. If you believe this is an error, please contact your support immediately.

 

SIGNATURE

 

 

 

 

 

 

 

Employee Transfer Notification
Employee transfer notification will be sent when the documents related to the employee are transferred to the new manager.

 

Email Subject:

Document Transfer Notice from PerformanceManager

 

Email Body:

Please be advised that the approval chain of the following documents has been modified to use XFER TO NAME rather than XFER FROM NAME as the supervisor for EMP NAME -

 

DOC LIST

 

Going forward, XFER TO NAME will be the default routing participant and will be able to view all historical documents for EMP NAME.

 

SIGNATURE

 

 

Email Signature

Email signature is a block of text that will be appended to all out-going E-Mail notifications.

 

 

 

Keywords

Customize emails Customize email notifications email notification Email template , KBA , sf email notifications , LOD-SF-PLT , Foundational Capabilities & Tools , How To

Product

SAP SuccessFactors HCM Core all versions

Attachments

email_templates.doc