I am really happy to share the below solution on how to send an email notification with attachments to new joinees using a business rule.
Context :
As part of a Process, HR Team wants to share the Policy, Code of Conduct, etc. documents as an attachment with an email notification.
Requirement :
- Along with Email notification, New Joinee shall receive the documents also.
- The attachments have to be sent while the new joinee is in Onboarding 2.0 module completing the onboarding process.
Solution :
Add Static Document as Email Attachment is a feature used here to achieve the requirement.
- You can share up to 10 static documents as email attachments in a business rule
- Any email category can be selected as per requirement.
Step 1: Upload Attachments in SuccessFactors
Go to Manage Documents >> click on Upload Symbol (Please refer to the below image.)
Fig 1:-Manage Documents
The window will appear with “Upload Company Document”.
Select a file >> Select a Document Category from a dropdown >> Select Country/Region.
Please refer below screenshot.
Fig 2:-Manage Documents
Step 2: Create a Business Rule for Attachment.
Go to Business Rules >> Scenario: Email Services >> Provide Rule Name, Rule ID, and Email category.
Note: Select Desired Email Category along with attachments needs to be sent to New Joinee.
Fig 3:-Configure Business Rules
Set If condition as per client requirement.
In Then condition, Select Attachment and save the rule.
Please refer below screenshot.
Fig 4:-Configure Business Rules
Step 3: Assign Created Business Rule under Email Category.
Go to Email Services >> Select Email Template >> Go to Step 2, B. Select Attachment Rules >> Select the created Business Rule from the dropdown list and Save.
Fig 5:-Email Services
Now during the process, an email notification and the attachment will trigger once the step is triggered.
Below is an example –
Fig 6:-Email Notification
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References:
1, KBA reference from SAP Launchpad
2, We have used all the Screenshots from our Demo system.
3, SAP Documentation from https://help.sap.com/
