Table of Contents
This WIKI is a living document to help provide additional detail on the Notifications available in the LMS and how best to use them.
The LMS contains many notifications to inform Users, Supervisors, Instructors and other Learning Contacts on learning events and opportunities, automatic processes and more. Most of these Notifications can be customized. This WIKI will detail the Notifications available out of the box, the intended use of the notifications and how to personalize them.
SAP SuccessFactors Learning builds and sends emails to users according to how it is configured.
The SAP SuccessFactors Learning Administration can be configured to send e-mail notifications to one or more individuals when an event occurs or a condition is met.
The format and content of the messages are controlled by notification templates, which can be edited.
Notification e-mail messages can be sent to administrators, supervisors, instructors, users, or other contacts when:
- An automated process or background job is completed
- A user registers, withdraws from, requests, or is added to a waiting list for a course
- A scheduled offering is rescheduled or canceled
- A competency assessment must be completed
- Inventory must be reordered
Notification templates control the format and content of email messages sent from SAP SuccessFactors Learning. The system contains many default Notification Templates that were designed to be used requiring minimal changes.
In the case that customization is needed, the templates can be edited.
Notification templates are a set of content, HTML, text placeholders, and programmatic syntax tags. SAP SuccessFactors Learning has two kinds of notification templates:
- System provided notification templates are triggered based on events
- Ad hoc notification templates
System Notification Templates
A list of available notification templates can be found in your instance Help documentation. Since this may change with release updates, we recommend you review the list from your instance's help guides versus listing them out here.
To access your help file:
- Login to the LMS Admin
- Navigate to System Admin > Configuration > Notification Templates
- Click the icon in the top right corner
- This pops open the help guides
- In Related Information, click the hyperlink for "System-Provided Notification Template Groups"
- This will open a link similar to:
Searching for Notification Templates
If you're not certain of the name of the template you're looking for, take a look at the list of System Notification Templates from the help guides (see section "System Notification Templates" on how to access this list).
Once you know the name of the notification you wish to review/customize, you can search for and open it by following these steps:
- Login to LMS Admin
- Navigate to System Admin > Configuration > Notification Templates
- Filter on Template ID or Template Description
- Click the Edit icon next to the template in the results to open in Edit mode
- Here you will see several fields you can edit
- The Message Body can be edited via the standard plain text editor, or you can launch the Notification Editor which is an HTML editor that includes the Syntax tags
- Review the section "Editing Notification Templates" for more information on the Editors as well as how to customize the templates
Editing Notification Templates
Once the Template that you wish to personalize is opened in edit mode (See "Searching for Notification Templates" above), follow these instructions to customize it as needed.
- Each template has a corresponding Syntax ID and each Syntax is comprised of multiple tags that are populated at runtime
- While the content of the messages can be changed within the templates, the templates cannot be deleted.
- The Summary tab contains the template description and the Syntax ID used for the selected notification template
- The syntax ID refers to a record that lists the syntax tags that may be used in this notification
- Syntax tags pull the actual values from specific records needed in the notification
- <&STUD-FIRST> pulls the Registered User's First Name of a Learning Item
In the Attachments Tab allows attachments that should be sent out with the notification to be added or removed. Examples include custom calendar invites or PDFs containing additional instructions.
- The Message tab contains the Notification subject line and the message body
- If Calendar Attachments have been enabled, the VCAL can be modified here
- The Message Body can be edited via the plain text editor or the HTML editor
- To use the HTML editor version of the message, the box for "
Understanding the Message Body
There are two Editors available to modify the Message Body:
- Plain Text Editor
- HTML Editor
Plain Text Editor:
The Plain Text editor is the one you see on the Messages tab next to BODY
The Default Message body for the SystemEnrollmentNotification (System Registration Notice used by the Learning Plan Notification) is:
<label key="notification.Enrollment.MessageText2" arg0="<&ROLLUP_STUD_ID>" arg1="<&ROLLUP_STUD_NAME>"/>
<label key="notification.Enrollment.MessageText6" arg0="<&APPROVAL_OR_DENIAL_REASON>"/>
The message is comprised of Loops, Text, Syntax Tags & Labels.
- The label keys are defined in References > Geography > Labels
- They can be customized if needed, and different text can be added/modified for enabled Locales
- If no text is defined for a locale, the label default locale text is used
- The default locale must contain text for a label
- There are similar to variables
- They are placeholders that collect information from the database once the notification is sent
- ROLLUP tags are used when several records would need to be iterated through for a Notification, such as a list of courses or users
Example of how Labels & Syntax Tags are used in a Notification:
This example uses the SystemEnrollmentNotification template (see Default Message Body above)
- The first line uses the notification.Enrollment.MessageText1
- Looking up the notification.Enrollment.MessageText1 under References > Geography > Labels, we see the following defined for the English Locale:
- The following Users received this message
- When the Notification is sent, it pulls up the text defined for that label and based on the User's locale who the notification is being sent to, it will select the Active Locale ID text for that label
- If no Label Value is defined for the User's locale, the default locale text is used
- Click the "Edit" button to edit the label text if needed
- Next we see <&ROLLUP_MESG>
- This is a Syntax Tag (click to find more information on Syntax Tags)
- In this case, it identifies that the label it's next to is for users who will see the ROLLUP version of this message, which is Supervisors, Instructors & other Contacts listed on the learning
More information to come...
Creating Notification Templates
The notification templates that you define in System Admin > Configuration > Notification Templates are system-wide notifications.
You can create item and scheduled offering-level notifications in the Notification tab of items or scheduled offerings. The item and scheduled offering-level notifications override the system notification template for one particular item or scheduled offering. For example, all users who are enrolled in a new scheduled offering receive the enrollment notification defined at the system level (SystemEnrollmentNotification by default). But if a scheduled offering required special directions, you could add the directions on a scheduled offering level.
To access the Notifications Template tool, navigate System Admin>Configuration>Notification Templates. See Notification Messages and example of the use of syntax tags in notification messages.
Once you create a Notification Template, you can select the notification syntax that will be used by the notification template.
For system notification templates, an administration with appropriate privileges (Workflows) can modify the content.
After editing the template, all future messages will pick up the changes.
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