Changing E-Mail Texts for Rooms

Within the framework of using rooms, the back-end system automatically sends e-mails/invitations to new/potential room members or requests to register as a room member.

SAP delivers predefined texts for these e-mails. You can change these e-mail texts to suit your company's requirements and provide them in other languages if required.

1. In the portal, choose Content Administration → Collaboration Content ( →Related Links) → Configure Room Mails → RoomBackendMail.

   The e-mail texts for rooms are stored in configuration objects as indicated in the table below.

   Configuration Object	Text Purpose
   requestmembership	For asking a user to register as a room member. The system sends the request to the room owner who - if desired - registers the new member in the room. You can also include a link for accepting membership in this e-mail text (see the accept variable below). If the room owner chooses this link, the system automatically registers the new member.
   roominvitation	For inviting users to enter a room. If the relevant option is set in a room, each new room member receives an invitation e-mail containing a link to the room immediately after registration.
   uninvite	For notifying room members when their membership ends or the room is deleted.

   Caution

   You must not delete any of the configuration objects delivered by SAP - they are required to ensure that all room functions work correctly.

2. Proceed as follows to modify e-mail texts in line with the requirements of your company:
   1. Call the required configuration object for editing.
   2. Define the format of the e-mail text.

      The default format for e-mail texts is HTML. However, you can also use plain text.

   3. Change the fixed parts of the text.
   4. If required, use variables that the system replaces with appropriate values before sending the e-mail.
      Note

      For security reasons, you cannot configure the body of the e-mail notifications for inviting and uninviting members to contain the current user properties (user first and last name). Even if you use the following variables:

      %user_firstname%

      %user_lastname%

      the system still retrieves the room owner's first and last name respectively, and displays the relevant values in the e-mail body text.

      SAP delivers the following variables for e-mail texts:

      • %owner_firstname% (first name of the owner)
      • %owner_lastname% (last name of the owner)
      • %room_name% (room name)
      • %room_desc% (room description)
      • %user_firstname% (first name of the user)
      • %user_lastname% (last name of the user)
      • %user_signature% (e-mail signature)
      • %recipient_firstname% (first name of the recipient)
      • %recipient_lastname% (last name of the recipient)
      • %newline% (line break)
      • %room_link_ext% (link to the Web address of the room)
      • %accept% (link for accepting a request for membership of a room, with automatic registration of the new member).Syntax: "%accept%">text to be displayed< Example: "%accept%">Accept membership<
        Note

        This link is not contained in the default text for requesting registration as a room member. To use it, you can enter a message such as the following:<p>To register the user as a room member, choose <a href="%accept%">Accept membership</a><p>.

3. Proceed as follows to create language- or country-specific versions of the e-mail text:
   1. Duplicate each of the configuration objects named above and save the duplicate with the ending '_<language_ID>_<country_ID>' or just '<language_ID>'.

      Example: roominvitation_de_CH for German users in Switzerland.

      Note

      The language ID must match the ISO-639 code for depicting language names (2-place code, lowercase).The country ID must match the ISO-3166 code for depicting country names (2-place code, uppercase).

4. Call each language- or country-specific duplicate for editing.
5. Translate the fixed parts of the text as appropriate for the language- and country-specific version.

   The system uses the configuration object that matches the current settings for the language and country of the current user. The valid language and country for a user are based on the corresponding settings in the user master data, in both the portal and browser.

   If there is no country-specific entry, the system uses the relevant language-specific entry. If there is no language-specific entry, the system uses the default entry delivered by SAP (without a language or country ID).