Configuring E-Mail Notification

Use

Use this procedure to configure the user management engine (UME) to notify users and administrators about specific events by e-mail.

More information: Notification by E-Mail .

Prerequisites

If you change the host name of the SMTP server, you must restart SAP NetWeaver Application Server (AS) Java. Plan for the required downtime while the AS Java restarts.
You have an active Simple Mail Transport Protocol (SMTP) server in your network.
Some events which generate notification e-mails only occur if you configure the UME to support them. This includes the following types of notifications:
- Notification for successful self-registration.
- Notification for company membership requests.
- Notification for logon help and password reset.
  
  Tip
  
  The system can generate an e-mail notification for when a user successfully registers him or her self. However, if the self-registration feature is not enabled, no user can receive such a notification. The self-registration screen is not available to use, so the successful self-registration event can never occur.

More information:

Procedure

Start user management configuration.
More information: Configuring User Management .
Choose the Notification E-Mails tab.
Choose the Modify Configuration pushbutton.
On the Notification E-Mails tab, enter the host name of the SMTP server in the Host Name of the SMTP Server field.
Separate multiple SMTP server entries with a semicolon (; ).

Caution

Because the UME does not support a secure SMTP, you have to protect the SMTP connection. For more information, see Other Security-Related Information.

Note

Make sure that the SMTP server that you enter accepts e-mails from and sends e-mails to all domains that users may have in your environment. It is important that administrators have an e-mail address that the SMTP server accepts.
Enter the default system e-mail addresses.
These e-mail addresses must be valid as the system uses these addresses as destinations to send e-mails to. For example, system@example.com .

Settings for Default System E-Mail Addresses

Setting	Description
System	This setting is required. The system uses this e-mail address if the sender or the recipient does not have an e-mail address in his or her user profile.
Central Administrator	This e-mail address appears as the sender in notification mails sent from the administrator or system to a user (for example, when the administrator resets a user password). When users send notification e-mails to administrators, the e-mails are sent to this e-mail address. Use this setting to send all administrator requests to one central e-mail address, instead of sending the e-mail to several administrators, or to hide the e-mail address of individual administrators behind a central administrative e-mail address.
Workflow	This e-mail address appears as the sender in notification mails sent from a user to an administrator. This enables administrators to sort notification e-mails into a separate folder by filtering their e-mails according to the sender address. If you enter a value for this setting, it is important that the user ID appears in the text of the e-mail.

Setting

Description

System

This setting is required. The system uses this e-mail address if the sender or the recipient does not have an e-mail address in his or her user profile.

Central Administrator

This e-mail address appears as the sender in notification mails sent from the administrator or system to a user (for example, when the administrator resets a user password). When users send notification e-mails to administrators, the e-mails are sent to this e-mail address.

Use this setting to send all administrator requests to one central e-mail address, instead of sending the e-mail to several administrators, or to hide the e-mail address of individual administrators behind a central administrative e-mail address.

Workflow

This e-mail address appears as the sender in notification mails sent from a user to an administrator.

This enables administrators to sort notification e-mails into a separate folder by filtering their e-mails according to the sender address.

If you enter a value for this setting, it is important that the user ID appears in the text of the e-mail.

Select the events for which you want the system to send e-mail notification.

Settings for E-Mail Notification Events

Setting	Description
Self-Registration Successful	The system sends an e-mail from the administrator to the user, informing the user that self-registration was successful.
Administrator Creates New User	The system sends an e-mail is sent to the user when the administrator has created user's account.
Administrator Deletes User Account	The system sends an e-mail to the user when the administrator deletes the user's account.
Administrator Locks User Account	The system sends an e-mail to the user when the administrator locks the user's account.
Administrator Unlocks User Account	The system sends an e-mail to the user when the administrator unlocks the user's account.
Administrator Resets Password	The system sends an e-mail to users when the administrator resets their passwords.
Administrator Approves Membership Request	The system sends an e-mail to the user when the administrator approves a company user.
Administrator Denies Membership Request	The system sends an e-mail to the user when the administrator denies the user's application for a company user.
User Requests Membership (To Administrator)	The system sends an e-mail to the administrator when a user applies for a company user.
User Requests Password Reset	The system sends an e-mail to the administrator when a user does not fill out the password reset request form correctly. A user must provide user ID, first name, last name, and e-mail address to request a new password. If the first name, last name, or e-mail address do not match with the information stored for the user ID, the administrator receives a notification e-mail.
Import Function Creates New User	The system sends an e-mail to the user when the user's account is created by batch upload.
Import Function Updates User	The system sends an e-mail to the user when the user's account is updated by batch upload.

Save your entries.
Determine if you need to restart the AS Java.
- If you changed the value of Host Name of the SMTP Server, you must restart the AS Java for the changes to take effect.
- If you did not change the value of Host Name of the SMTP Server, the changes take effect immediately.

Result

The system sends e-mail notification when the defined events occur. You can customize the e-mail notification texts.

More information: Changing the Texts of Notification E-Mails .