2489046 - Behavior of SUBJECT_USER Email Tags in GO Workflows

SAP Knowledge Base Article - Public

2489046 - Behavior of SUBJECT_USER Email Tags in GO Workflows

Symptom

You are using the variation of SUBJECT_USER tags in the Workflow Notification Template and would like to understand the expected behavior for the available SUBJECT_USER tag in MDF Workflows.

Reproducing the Issue

1. Make sure that you have a Workflow defined for an MDF Object.

2. In your E-mail Notification Template, make sure to use a few of the tokens listed below:

  • SUBJECT_USER
  • SUBJECT_USER_COSTCENTER
  • SUBJECT_USER_DEPARTMENT
  • SUBJECT_USER_JOBCODE
  • SUBJECT_USER_JOBTITLE
  • SUBJECT_USER_LEGAL_ENTITY
  • SUBJECT_USER_LOCALJOBTITLE
  • SUBJECT_USER_PREFERRED_NAME
  • SUBJECT_USER_BUSINESS_UNIT
  • SUBJECT_USER_LOCATION

For this example, we'll be using the Workflow Action Pending Notification.

Email Template.png

3. Now, take note of the DEPARTMENT, LEGAL ENTITY, AND BUSINESS UNIT Job Info data of the person who will initiate the MDF Workflow. Provided below is the screenshot of the Initiator's Job Information record.

Initiator Job Info.png

4. Trigger a workflow for an MDF object. In this example, we'll be triggering a Workflow for the Position object (Test Position 3000379). Please take note of the fields that are defined here:

Position Created.png

 5. Review the E-mail Notification Sent

Email Received.png

 

 

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Observations:

1. For the SUBJECT_USER tag, the value propagated in the e-mail was the Position Name (Code)

2. For the tokens SUBJECT_USER_DEPARTMENT, SUBJECT_USER_LEGAL_ENTITY, and SUBJECT_USER_BUSINESS_UNIT, the value propagated was the Initiator's Department, Legal Entity, and Business Unit Job Info data.

Cause

THIS IS THE EXPECTED SYSTEM BEHAVIOR FOR THESE TAGS.

The SUBJECT_USER value in the e-mail notification is derived differently based on the Workflow type:

  1. For Employment Information Workflows (Job, Comp, Personal, etc.): SUBJECT_USER = the name of the user for whom the changes are made
  2. For Legacy Foundation Object Workflows (Location): We save the FO's ID as Subject User, then the SUBJECT_USER tag is populated as "FO Name (Code)"
  3. For MDF Workflows: We save INITIATOR'S USERID as subject user, but in the e-mail notification, SUBJECT_USER token is populated as "GO Name (Code)"

Note: The behavior is only exclusive to the SUBJECT_USER token.

For the other SUBJECT_USER tags like the following:

  • SUBJECT_USER_COSTCENTER
  • SUBJECT_USER_DEPARTMENT
  • SUBJECT_USER_JOBCODE
  • SUBJECT_USER_JOBTITLE
  • SUBJECT_USER_LEGAL_ENTITY
  • SUBJECT_USER_LOCALJOBTITLE
  • SUBJECT_USER_PREFERRED_NAME
  • SUBJECT_USER_BUSINESS_UNIT
  • SUBJECT_USER_LOCATION

These are all referring to the subject user's JOB INFORMATION data.

So, for Position / MDF Workflow cases:

  • Subject User value = Initiator
  • SUBJECT_USER token in the Email = Position Name (Code)
  •  The corresponding Job Info data of the Initiator will be displayed in the e-mail for the following tags
    • SUBJECT_USER_COSTCENTER
    • SUBJECT_USER_DEPARTMENT
    • SUBJECT_USER_JOBCODE
    • SUBJECT_USER_JOBTITLE
    • SUBJECT_USER_LEGAL_ENTITY
    • SUBJECT_USER_LOCALJOBTITLE
    • SUBJECT_USER_PREFERRED_NAME
    • SUBJECT_USER_BUSINESS_UNIT
    • SUBJECT_USER_LOCATION

Resolution

System is behaving as designed.

NOTE: For Position workflows, position-specific e-mail tokens are NOT supported yet. Please raise an enhancement request. See KBA 2090228.

See Also

ECT-60382

Keywords

SUBJECT_USER, Email Notification Template, Workflows, Initiator, Workflow Action Pending, ECT-60382 , KBA , LOD-SF-EC-WFL , Workflow & Trigger (Rules & XML) , How To

Product

SAP SuccessFactors HCM Core 1705