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Author's profile photo Ajay Kumar Nudurupati

Custom email templates using SuccessFactors Document Generation

Introduction

Every implementation partners/consultants faces a situation atleast once from customers asking for custom email notifications for different scenarios instead of using standard notifications.

Using SuccessFactors standard email notification templates, one cannot change multiple formats on the same object; to overcome this situation we can use a functionality available in Document Generation.

This article focuses on Custom email Notifications using Document Generation for MDF Based Objects (standard/customer specific).

Custom Notification Templates using Document Generation

Apart from generating Employee letters and documents, we can make use of Document Generation functionality to trigger custom email templates – workflow approvals, cc roles, etc.,

 

First step in the process is to create “Document Generation Group”:

  •  use transaction “Document Generation – Manage Document Template”
  •  in Create New – Select “Document Generation Group”
  •  fill in all required fields

 

Next – create “e-mail / workflow template”:

  • use transaction “Document Generation – Manage Document Template”
  • in Create New – Select “Document Generation Template”
  • provide Category as “Workflow” and Group as “MDF_CUST_EMAIL” (created in earlier step)
  • maintain the template content

Next – maintain mappings for the tokens used in the template

  • use transaction “Document Generation – Manage Document Template Mapping”
  • map the tokens used in the template with right references

Now, the template and groups are ready.

 

Second step in the process is to create a workflow utilizing the document template and document group.

  • use transaction “Manage Organization, Pay and Job Structures”
  • in Create New – select “Workflow”
  • provide ID, name and other mandatory information
  • this scenario we’ll use only Cc Role
  • under Cc Role – select the document group “MDF_CUST_EMAIL” created in the previous step

 

Third step in the process is creating a business rule to trigger the workflow configuration

  • use transaction “Configure Business Rules”
  • select “+” or “Create New Rule”
  • now, expand Metadata Framework and select “Rules for MDF Based Objects”
  • provide mandatory information and make sure to select the Base Object and Purpose as “Workflow”

  • make the rule to “always true” and in Then clause set the workflow configuration created in the earlier step.

 

Fourth Step in the process is assigning the Business rule to MDF object (standard / customer specific).

  • use transaction “Configure Object Definitions”
  • select “Object Definition” and Relevant MDF Object
  • click “Take Action” – “Make Correction”
  • go to “Save Rules”
  • select the Business Rule created in the previous step.

Let’s Test the Scenario

  • go to employee profile
  • navigate to the MDF object / Portlet on Employee Files

  • click on the “Pencil Icon” and create and save the record

  • once the save is hit, the workflow configuration will trigger the email which was attached to the “Save Rules” in MDF object.

Make sure every employee has a valid email address maintained on their profile to receive the alerts/emails.

Conclusion

This feature allows customers to go with custom notification templates for different scenarios on the same MDF object, which was not feasible with standard notification templates provided by SuccessFactors.

 

 

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      25 Comments
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      Author's profile photo Rao *
      Rao *

      Hi Ajay,

      Nice Article....it resolves custom notification issue.

      Author's profile photo Ajay Kumar Nudurupati
      Ajay Kumar Nudurupati
      Blog Post Author

      thank you 🙂

      Author's profile photo baladeba behera
      baladeba behera

      Nice One. Thanks.

      Author's profile photo Ajay Kumar Nudurupati
      Ajay Kumar Nudurupati
      Blog Post Author

      thank you 🙂

      Author's profile photo Francisco Lopes Da Silva Júnior
      Francisco Lopes Da Silva Júnior

      Very Good Ajay!!!

      Thanks for sharing.

      Author's profile photo Ajay Kumar Nudurupati
      Ajay Kumar Nudurupati
      Blog Post Author

      thank you 🙂

      Author's profile photo Antonio Vicente Ferreira
      Antonio Vicente Ferreira

      Excelente dica para este cenário !!

      Tks!!

      Author's profile photo Ajay Kumar Nudurupati
      Ajay Kumar Nudurupati
      Blog Post Author

      Gracias 🙂

      Author's profile photo Lokeswara polina
      Lokeswara polina

      Very good block

      Author's profile photo Ajay Kumar Nudurupati
      Ajay Kumar Nudurupati
      Blog Post Author

      thank you 🙂

      Author's profile photo Iris Verdeguer Ruiz
      Iris Verdeguer Ruiz

      Nice article Ajay!

      Do you know if it is possible to map fields from mdf object into notification not only reference placeholders?

      Thank you

      Regards

      Author's profile photo Asli Pehlivan
      Asli Pehlivan

      Do you have any solution?

      Author's profile photo suraj kumar tiwari
      suraj kumar tiwari

      Hi,

      I am addiding Business rule to employee time object in same way to trigger custom notification , but not sure why email notification is not triggering .

      Any clue ??

      Author's profile photo Francisca Appiah-Agyei
      Francisca Appiah-Agyei

      Am facing the same challenge here too

      Author's profile photo Ajay Kumar Nudurupati
      Ajay Kumar Nudurupati
      Blog Post Author

      sorry for the delayed reply, hope you have solved your issue if not, please check if the mappings for the template are completed otherwise email will not be triggered.

      Author's profile photo Aditya Sai Karuturi
      Aditya Sai Karuturi

      Great Article!! Thanks for sharing this. Just one doubt in step 2 when we create the rule, does it have to be always true? Because this use case can also be used for sending alerts like Birthdays and work anniversaries, which has some if conditions. Does it work there as well?

      Author's profile photo Ajay Kumar Nudurupati
      Ajay Kumar Nudurupati
      Blog Post Author

      sincere apologies for the delay.. not sure if you have already came to a solution.

      I have no logical conditions to validate, so to trigger the template I need to set it as "Always True"

      Author's profile photo Benedikt Helber
      Benedikt Helber

      Hi Ajay Kumar Nudurupati

      thank you for the informative guide. We are actually using a business rule to trigger a workflow, which sends out some information to cc roles. As we know we can only insert the Email Template Group to the cc roles, right?

      What happens if there are more email templates in this group, than only one. Which one will be taken by the system?

      Does this mean, that if we want to have individual mails to the cc roles we also need to create for each template one group?

      I did not test it, maybe you know the answer rigth away 😉

      Thank you

       

      Regards Benedikt

      Author's profile photo Ajay Kumar Nudurupati
      Ajay Kumar Nudurupati
      Blog Post Author

      Hi Benedikt

       

      If you need to use multiple templates, one suggestion is create multiple workflow objects and control which workflow to be triggered based on your requirement using business rules, the workflow will have the right CC roles and the template you want to use. I used this approach to control multiple templates for CC roles.

       

      Thanks

      Ajay

       

      Author's profile photo Aditya Sai Karuturi
      Aditya Sai Karuturi

      Nice blog!

      Is there an example of custom email notifications for cc roles incase of alerts?

      Author's profile photo Thomas Nelissen
      Thomas Nelissen

      Hi Ajay,

      Thanks for the helpful blog post.

      I am trying to include data from my custom MDF record into the e-mail template. I added a variable in the template, and I can map this variable to a field from my custom MDF object (which is employee based) in "Manage document template mapping".

      However, when the e-mails arrive, the variable is not filled in, while the MDF record contains data.

      Do you have any idea whether this functionality is supported?

      Thanks!

      Thomas

      Author's profile photo Ajay Kumar Nudurupati
      Ajay Kumar Nudurupati
      Blog Post Author

      Hi Thomas

       

      Yes, it supports reading values from custom MDF objects as well.

      To access the data from custom MDF into the template, add the custom object to WF business rule under parameters to read values from it.

       

      Regards

      Ajay

      Author's profile photo Cauveri Sharma
      Cauveri Sharma

      Hi Ajay,

       

      I am creating a custom email notification on hire/rehire. While setting up the doucment generation template , I am  getting below error. I tried find the KBA's but couldnt find the right answer.Pls help.

       

      "Please note the workflow does not support Read access logging for advanced email notification"

       

      The email is not getting triggered.

       

      Thanks,

      Radhika

      Author's profile photo Ajay Kumar Nudurupati
      Ajay Kumar Nudurupati
      Blog Post Author

      Hi Radhika

       

      You might have checked "Log Read Access" under template mapping, try to set this as "No".

       

      Regards

      Ajay

      Author's profile photo Chaitra Bhat
      Chaitra Bhat

      Hi Ajay Kumar Nudurupati ,

       

      Can we map Employee ID, employee's resignation date from custom MDF portlet in the email template?

       

      Regards,

      Chaitra