Notification Management

Global Recipient Pool

The global recipient pool contains all recipients that should be notified per e mail or SMS about different events.

Proceed as follows to maintain recipients:

Open the Launchpad.
Select Technical Administration
Select Global Recipient Pool

You have the following options:

Import recipients from SAP Solution Manager or from managed ABAP systems. You can read users and import their communication data (e mail and SMS ) into the Global Recipient Pool. They can be used directly as recipients for notifications or grouped into recipient lists. Prerequisite is that the selected users have valid e mail and /or phone numbers (for SMS) maintained.
Import business partners from SAP Solution Manager or from managed ABAP systems. You can read business partners and import their communication data (e mail and SMS ) into the Global Recipient Pool. They can be used directly as recipients for notifications or grouped into recipient lists. Prerequisite is that the selected business partners have valid e mail and /or phone numbers (for SMS) maintained.
Define external recipients. You can define recipients manually including e mail and SMS.
Reload System Users. This will update the recipients communication data from the users or business partners if they have changed.
Activate or deactivate all recipients. If they are inactive, no mail will be send to them.

Recipient Lists

You can group multiple recipients into recipient lists as follows:

Open the Launchpad.
Select Technical Administration.
Select Recipient Lists.

You have the following options:

Create a new recipient list.
Add recipients from Global Recipient Pool or include recipient lists into the selected recipient list.
Include recipient list from LDAP server distribution list.
Reload System Users. This will update the recipients communication data from the users or business partners if they have changed.
Activate or deactivate the selected recipient list . If a recipient list is inactive, no mail will be send to it's recipients.

Templates, Schedules and Auto Notification Settings

Due to technical restrictions, automatic notifications can only be sent if the event is scheduled in IT Calendar at least 1 hour in advance. Automatic notifications for work modes and IT Events scheduled less than 1 hour in advance are not supported. Use instant notifications from the scheduling UI instead.

You can define that e mail or SMS notifications for planned work modes or IT events are sent out automatically at defined schedules before the event starts. The contents of notification e mails or SMS is freely customizable.

Proceed as follows to do the necessary configurations:

Open the Launchpad
Select Technical Administration
Select Notification Resources

Define Templates

Use templates to define the content and appearance of e mail or SMS notifications:

Select Template Maintenance.
Choose whether you want create a notification template for work modes or IT events.
Select the Create button.
Enter a title for your template.
Select whether the template is for email or SMS.
Define the subject of the template. You can optionally make use of the available key words. They will automatically be replaced by actual values when the notification is sent out.
For e mail notifications you can choose between e mail body in Rich Text or HTML. Choose HTML if the notification e mail shall contain customer logos and other HTML documents. If this is not required, choose rich text.
- If you choose rich text editor, type in the text hat shall be shown in the e mail notification. Use the keywords wherever appropriate. You can also choose "Suggest" to get a suggested text .
- If you choose HTML, you can upload an existing HTML file and use it as template for the e mail notifications. The HTML template can contain customer logo and html formatting. Include the required keywords in the HTML template.
Select Preview button to check if the keywords are being detected and substituted.
Select Save button.

Define Schedule

The schedule defines when a notification is being sent out. Event based scheduled calculate the time when a notification is sent out relative to the start time of an event.An example could be that you want to send out a notification 1 hour before the start of a planned downtime. Time based schedules determine the time of the day when a notification is sent out. Only event based schedules are used for or work modes and IT events.

Select Schedule Maintenance.
Select the Create button.
Select Event based .
Enter a title.
Enter the time relative to the start time of an event when a notification shall be send out. Supported values are between 1 minute and 31 days before an event starts.
Save.

Define Auto-Notification Setting

Here you define, for which event types and systems systems automated notifications shall be sent out automatically. You can define multiple configurations for the same system.

Example:

E mails informing about an upcoming planned downtime for an ERP system are sent out automatically to the business users 2 hours before the planned downtime starts.
SMS informing about an upcoming planned downtime for an ERP system are sent out automatically to the administration team 15 minutes before the planned downtime starts.

Proceed as follows:

Select Auto Notification Settings.
Select Work Mode Management or IT Events depending whether notifications shall be sent out informing about work modes or IT Events.
Select Create.
Enter a title.
In case of work modes choose whether the notification shall be sent out for all work mode types or only for a specific work mode type (example: Planned Downtime).
Select the systems for which the notifications shall be sent out.
Select the schedules when the notifications shall be sent out.
Select the recipients or recipient lists who shall receive the notification.

Notifications will be sent only for work modes or IT Events that were scheduled on system level. Instance and host based events will not be notified,