Emails and Notifications

Assignees, reviewers, additional owners, and viewers of calendar events receive emails and notifications in SAP Analytics Cloud initiated by user actions or time-related settings. Administrators can configure the default settings for all users and allow users to change the settings for themselves.

Configuring the Notification Settings as Administrator

As an administrator, you can configure which in-app notifications or emails about workflows of calendar events are sent to your users.

Procedure

From the side navigation, choose  System Administration.
Choose the Notifications tab.
Scroll down to Calendar Notifications.
To change the settings, choose  (Edit) at the top of the page.
To reduce the number of emails sent per day, choose Group emails and send them daily at and enter the required time.

Tip

You can view the time zone in which this setting was defined by selecting the  icon next to the time input field.

Note

Reminder emails and summary emails from bulk editing are sent separately. They can't be included in this daily summary email.
Optional: If you want to allow your users to define the notification settings for themselves, activate the setting Allow users to change these settings in their profile settings.
In the role-specific tabs (Owner, Assignee/Reviewer, and Viewer), select the required notification method (In-App or Email) for each notification reason.
For more information about the notification reasons, see Notification Reasons.

Tip

To enable or disable all emails or in-app notifications, choose Enable/Disable and select the required options.

If you want to reset the settings for all roles to the default settings, choose Reset All Roles.
To save your settings, choose  (Save) at the top of the page.

Results

The in-app notifications and emails are sent accordingly to all users.

If you turned on the option to group the emails and send them at a specific time and decide to turn off the option later, the summary email will be sent immediately for all emails collected for that day before you turned off the option. If the summary email has already been sent for that day and you disable the option afterwards, all additional emails will be sent in a second summary email for that day.

Next Steps

If you allowed your users to define individual settings for calendar notifications and later want to define them centrally, select Reset Profile Settings. The profile settings for calendar notifications made by the users will be overwritten and the central settings that you define as administrator are used for all users.

Viewing the Notification Settings Defined by Your Administrator

As a user, you can view which in-app notifications or emails about workflows of calendar events are sent to you.

Context

When your administrator has not activated the setting Allow users to change these settings in their profile settings under  Start of the navigation path System Next navigation step Administration Notifications End of the navigation path , you can't change the settings for yourself, but you can still view the centrally defined settings from your user profile settings.

Procedure

From the SAP Analytics Cloud shell bar, select your profile photo and select Profile Settings.
Select  (Edit).
Under Email Notifications and under In-App Notifications, go to Calendar Notifications and select  Settings.
In the Calendar Notification Settings dialog, you can view the details defined by your administrator.
For more information about the notification reasons, see Notification Reasons.

Configuring the Notification Settings as a Calendar User

As a user, you can configure which in-app notifications or emails about workflows of calendar events are sent to you.

Prerequisites

Your administrator activated the setting Allow users to change these settings in their profile settings under  Start of the navigation path

System

Administration Next navigation step

Notifications End of the navigation path

Procedure

From the SAP Analytics Cloud shell bar, select your profile photo and select Settings.
Select Notifications.
Under Email Notifications and under In-App Notifications, activate or deactivate Calendar Notifications, depending on which format you prefer to be notified.
To define the details, select Open Settings Details under Calendar Notification Settings. In the Calendar Notification Settings dialog, you can define the following:
1. To reduce the number of emails sent per day, choose Group emails and send them daily at and enter the required time.
  If this setting has already been activated by your administrator, the selected time is displayed. You can change the time to define when the summary emails are sent to you. If you'd like to receive separate emails instead, you can deactivate the setting for yourself.
  
  Tip
  
  You can view the time zone in which this setting was defined by selecting the  icon next to the time input field.
  
  Note
  
  Reminder emails and summary emails from bulk editing are sent separately. They can't be included in this daily summary email.
2. In the role-specific tabs (Owner, Assignee/Reviewer, and Viewer), select the required notification method (In-App or Email) for each notification reason.
  
  You can view which notification method has been chosen for which notification reason by your administrator. By selecting different settings, you override the predefined settings from your administrator for yourself. If you want to return to the selection defined by your administrator, choose Reset to Default.
  
  To enable or disable all emails or in-app notifications, choose Enable/Disable and select the required options.
  
  For more information about the notification reasons, see Notification Reasons.
3. Choose OK.
To close the Profile Settings dialog, choose Close.

Results

The in-app notifications and emails are sent accordingly to you.

Notification Reasons

Use this reference to learn which actions or time settings for calendar events can initiate notifications.

Notification Reason	Notification
Activate	Informs the users that they have been assigned to an event and tells them which role they have. The notification is sent when the owner creates and activates an event (manually or automatically) or when the owner adds additional users or replaces users in an existing event and updates the event. The owner who manually activates or updates the event does not receive any notification. However, other owners do receive a notification. Note If the owner activates a process with child events, and a person is involved in the process as well as in the child events, this person receives only one notification with a list of all relevant events.
Activate Automatically
Cancel	The users get notified that their event has been canceled. The owner who manually cancels the event does not receive any notification. However, other owners do receive a notification. Note If the owner cancels a process with child events, and a person is involved in the process as well as in the child events, this person receives only one notification with a list of all relevant events.
Cancel Automatically
Delete	When the owner deletes one or more events by choosing Remove Delete and remove from everyone's calendar, the users get notified that the event has been deleted. The owner who deletes the event does not receive any notification. However, other owners do receive a notification. Note If users are involved in multiple deleted events, they receive only one notification with a list of all deleted events.
Reopen	When the owner reopens an event, all events that are directly connected by a dependency or by a hierarchical relationship are also reopened. The users of the affected events get notified that the events are in status Open and can proceed their work. The owner who reopens the event does not receive any notification. However, other owners do receive a notification.
Suspend	The users get notified that their event has been suspended by the owner. The owner who suspends the event does not receive any notification. However, other owners do receive a notification.
Resume	The users get notified that their event has been resumed by the owner. The owner who resumes the event does not receive any notification. However, other owners do receive a notification.
Reset	When the owner resets the setting changes of decoupled occurrences so they match the series settings again, the users get notified accordingly. The owner who resets the changes does not receive any notification. However, other owners do receive a notification. Note When the owner resets a series, also occurrences that have been removed by involved people or deleted by the owner are part of the series again.
Update	When the owner changes individual events or uses the Edit Events wizard to change multiple events, the following notifications are sent: When the owner has removed users from the event, they get an email informing them that they have been removed. When the owner has changed the assigned users, they get the information that they are no longer responsible. Users who have not been changed get a notification that the event has been updated. The email contains a list with all updates. When the owner changes planned dates for an event with dependencies, the system also notifies the users involved in the dependent events. This notification occurs even if the dates of the dependent events don't change. The owner who updates the event does not receive any notification. However, other owners do receive a notification. Note The owner who updates events using the Edit Events wizard always receives a notification and an email with a list of all changes independently of the setting in the Calendar Notifications.
Submit	When the assignees of a calendar event submit their event, the following notifications are sent: If a composite task has a reviewer, the reviewer gets a notification that the task is open, and the other assignees get a notification that the task is completed. If a task has no reviewer, the users get notified that their task has been completed. With processes that have an assignee, the users get notified that their process has been completed. With parent processes that don't have an assignee, the users get notified that their process has been completed once the last direct child event has been submitted or if it consists of canceled direct child events or automatic tasks only.
Approve	When the assignees of a review task approve the work done in other events, the users get a notification that the task is completed. When the reviewers of a composite task approve the work of the assignees, the following notifications are sent: If the task has one review round, the users get a notification that the task is completed. If the task has multiple review rounds, the reviewers of the next round are informed that the task is open now. If the task has multiple review rounds and this was the last review round, the users get a notification that the task is completed.
Agree	Applies to automatic tasks requesting the assignee to grant permission. Once the assignee agrees, the users (owners and/or viewers) are notified that the task is resumed.
Reject	The users get notified that the reviewers have rejected the work of the assignees and the task has been reopened.
Decline	The users get notified that the assignee or reviewer has declined the event. If the assignee declined on behalf of all assignees/reviewers or if there is only one assignee/reviewer, the event is set to On Hold. If the task is an automatic task and the assignee declined the permission request, the task is set to On Hold. The owner can assign someone else.
No Permission Granted	The assignee of an automatic task doesn't grant permission before the task starts. The users are notified that the task is set to Canceled.
End Date Reached	Users who are involved in events that have not been completed on time are notified that their event is overdue. Composite tasks: Notifications are sent to the assignees and the reviewers according to the time distribution and only inform the respective role.
Reminder	An immediate reminder is set or a start date or end date reminder is set and the specified time is reached. Reminder notifications are sent to all users who have not yet started or finished their event. Owners are notified as follows: For immediate reminders: The owner who set them does not receive any notification. However, other owners do receive a notification. For time-based reminders: All owners, including the one who set them, receive notifications. Composite tasks: Notifications are sent to the assignees and reviewers according to the time distribution and only inform the respective role.
Start Permission Request	The assignee is notified with the ask to give their consent for running an automatic task using their permission.
Start Date Approaching and Pending Permission Request	An automatic task requesting permission from an assignee is inactive and the start date is approaching. The owners are notified that the start date is approaching, reminding them to activate the task, so the assignee can grant permission in time before the task starts. Note Note that the notification is only sent if a reminder is set.
Skipped Occurrence	If there are two preceding occurrences of a series that have been in progress in the last 24 hours, a notification is sent informing users that this occurrence is skipped. These notifications are sent until only one occurrence has status In Progress. Note For publications, the occurrence is skipped if there are 5 preceding occurrences that are in progress in the last 24 hours.
Automatic Task Failed	The users get notified that their automatic task has failed.
Automatic Task Completed Successfully or Partially Successfully	The users get notified that their automatic task has been completed partially successfully or successfully.