3.3 E-mail Notifications, Themes, and Company Logo
Key Takeaways
- E-mail Notification Template Settings turns event-triggered notifications on or off and edits subject, body, priority, and language.
- The [[SIGNATURE]] variable inserts the customizable e-mail signature in the footer of notifications.
- Standard workflow e-mail templates are selected by default and cannot be disabled; per-participant customization needs Document Generation.
- There is one default theme per instance, and other themes can be shown to groups by department, division, or location.
- SAP recommends hosting the company logo on SAP SuccessFactors servers, sized 210 × 40 pixels in RGB.
3.3 E-mail Notifications, Themes, and Company Logo
Quick Answer: Notifications are template-based and managed in E-mail Notification Template Settings. Event-triggered notifications fire automatically, and administrator-triggered ones, such as the welcome message, are sent on demand. The Theme Manager controls colors and home page styling. The company logo is uploaded (recommended) or referenced by URL.
E-mail Notification Template Settings
Open Admin Center > Company Settings > E-mail Notification Template Settings to:
- turn event-triggered notifications on or off for all users (select or clear the checkbox, then Save Notification Settings)
- edit a template's subject, body, priority (for example high priority), and language (Switch to)
- create separate bodies per form template for form-based notifications such as Document Routing
- customize the E-mail Signature template. Any template using the [[SIGNATURE]] variable inserts it in the footer; otherwise the system default signature is used.
Variables (dynamic tokens) such as [[LOGIN_URL]] and [[SIGNATURE]] pull text from the system. The available tokens depend on the modules in use.
Event-Triggered Versus Administrator-Triggered
| Type | Example |
|---|---|
| Event-triggered | A form moves from one person to another, or a workflow step needs approval. Sent automatically. |
| Administrator-triggered | Send User Welcome Email, found in the Manage Employees section. It uses the Welcome Message template and can go to individuals, groups, or all active users (Send system message by user targets one user). |
Who Controls Whether Users Receive E-mail
In Company System and Logo Settings, one option decides whether all users receive e-mail on all workflow-related processes (checked) or each user may turn notifications on or off (unchecked). If users may choose, they do so in Name menu > Settings > Notifications. Administrators can override a user's preference, which helps when someone reports missing e-mails. A user's opt-out applies to all SAP SuccessFactors notifications; for scheduled job owners it applies only to non-system jobs.
Manage Email Notifications
Since the 2H 2023 release, Manage Email Notifications lets customers set up a customized single sender with a verified domain and relay system e-mail without contacting partners or support. Grant Manage Admin Center > Manage Email Notifications in RBP. Existing single-sender and single-recipient settings from Provisioning are copied in, but a verified domain is required for a customized single sender. Recall from Section 1.3 that the single-recipient feature can block Super Admin creation in Provisioning.
Workflow E-mail Templates in Employee Central
THR81 adds rules specific to workflow notifications:
- Standard workflow templates are selected by default and cannot be disabled. They exist for Approval, Rejected, Pending, Canceled, Skipped, Posted, Lock Down, Unlock, Contributor, CC Role, Approved, and Sent Back.
- You can modify the standard templates, but you cannot customize the notification per workflow participant. A fully customized template per participant requires Document Generation.
- Workflow templates use tags. The Workflow Implementation guide lists them.
- Reminder e-mails reuse the approver's original notification with "Reminder:" in the subject, so no separate template is needed (Section 9.2).
The Theme Manager
The Manage Themes page, available to anyone with the Company System and Logo Settings permission, lists standard (locked) and custom themes.
| Option | Behavior |
|---|---|
| Edit | Only custom themes; standard themes show a lock icon |
| Default | One default theme per instance, shown to everyone not covered by Visible to |
| Visible to | Groups that see a different theme. The grouping field (department, division, or location) is chosen in Provisioning (Field used to group users to themes). |
| Duplicate | Copy a theme as the start of a new one, for example duplicating SAP Fiori with Morning Horizon (light) |
| Revert | Stop testing a theme |
| Delete | Only custom themes |
In a theme you set colors such as the page background and an accent color scheme (Generate creates additional shades). Under Fine Tune > Home Page you can set greeting text color, card icon, link, and button colors, the background color, and the section title color. You cannot change the text or background color of home page cards. Log out and back in to see a new default theme.
Company Logo
The logo appears at the top of every page. Two methods:
- Upload (recommended): Admin Center > Company Settings > Upload Company Logo. SAP recommends hosting on SAP SuccessFactors servers for a secure, consistent environment. Recommended size is 210 pixels wide × 40 pixels high, RGB, transparent background.
- URL: in Company System and Logo Settings, enter the logo URL and choose Set Company Logo URL. An external host can trigger security warnings for users because the site is secure and the logo is not.
Since the 2H 2019 (1911) release, the Company Logo URL field is required. Saving Company System and Logo Settings with it blank causes an error, and KBA 2888435 explains the fix. The logo can also be managed in the Theme Manager under Fine Tune > Logo > Upload a logo.
A customer wants a fully customized workflow notification for each participant type. What does THR81 say?
A customer wants the Sales department to see a different theme from everyone else. Which configuration is needed?
Where does SAP recommend hosting the company logo, and why?