Edit or Add an E-Mail Template Set

Tenant administrators can configure language versions of each template in the template set. They can also set a custom template for each language, and change the name of each template set.

Prerequisites

You are assigned the Manage Tenant Configuration role. For more information about how to assign administrator roles, see Edit Administrator Authorizations.
You have prepared the plain text (TXT) and HTML template files that will be added in the e-mail template set.

For that purpose, you need to open the default template set for the respective application process. After that, edit the texts according to your needs, and save a copy of your versions of the documents.

Remember:

Both, the TXT and HTML template files, must be saved with UTF-8 encoding.

If you want to use a custom template set in another language, first you need to open the template set for the respective application process from the links in the table below. After that edit the texts in the respective language, and again save a copy of your versions of the documents.

Caution:

You should use only the placeholders used in the template documents. If you use other placeholders, even if they are in comments, e-mails for the respective process will not be sent.

When you edit texts in languages written in Right-To-Left (RTL) direction check that the placeholders are situated in the right place.

Remember:

If you do not specify a version for a custom template of a specific process, users will receive the e-mail from the default template set for this process. If you do not set an e-mail template for the self-registration process for example, users will receive the default activation e-mail when they complete the registration.

If you do not specify a language version for a custom template of a specific process, users will receive the e-mail from the default template set for this process.

Note:

Both the HTML and TXT formats are included in the e-mails sent to a user. What the user sees, depends on the settings of his or her e-mail client.

Context

To edit or add an e-mail template, follow the procedure below:

Procedure

Access the tenant's administration console for Identity Authentication by using the console's URL.

Note:

The URL has the following pattern:

https://<tenant ID>.accounts.ondemand.com/admin

Tenant ID is an automatically generated ID by the system. The first administrator created for the tenant receives an activation e-mail with a URL in it. This URL contains the tenant ID. For more information about your tenants, see Viewing Assigned Tenants and Administrators.

If you have a configured custom domain, the URL has the following pattern: <your custom domain>/admin.
Choose the E-Mail Template Sets tile.

This operation opens a list of the template sets.
Choose the list item of the template set you want to edit.
To change the name of the template set, choose it.
Select the tab signifying the process, which you want to add or change the template for.

Add another language version by choosing the +Add button or edit an existing language version by selecting the respective list item.

Choose language from the dropdown.

Note:

The dropdown is grayed out when you are editing an existing language version.
Specify the subject.

This is the subject of the e-mail that the user receives for the respective process. You are allowed to include placeholders in the subject's text.

Note:

The subject must contain at least one non-space character.
Upload the plain text template file that you have prepared.

The text file can contain placeholders and HTML tags. For more information about the allowed placeholders, see Allowed Placeholders per E-Mail Template.

Remember:

The ${other.securityAlertText} is mandatory for the Send Security Alert template. The ${other.securityAlertText} is customizable. For more information, see Change Tenant Texts REST API. The key-value pairs that should be changed are security.alert.<name of the flow>.

The ${other.totpResetPasscode} is mandatory for the Deactivate TOTP Device template.

See examples for the Deactivate TOTP Device and E-Mail OTP Code templates below:

Send Security Alert Template

Example:

Dear ${user.firstName} ${user.lastName},

The passcode to deactivate your Two-Factor Authentication device is ${other.totpResetPasscode}.

Best regards,

Your System Administrator

This e-mail may contain trade secrets or privileged, undisclosed, or otherwise confidential information. If you have received this e-mail in error, you are hereby notified that any review, copying, or distribution of it is strictly prohibited. Please inform us immediately and destroy the original transmittal. Thank you for your cooperation.

E-Mail OTP Code Template

Example:

Dear ${user.firstName} ${user.lastName},

The code for E-Mail Two-Factor Authentication is ${other.emailOtpCode}.

Best regards,

Your System Administrator

This e-mail may contain trade secrets or privileged, undisclosed, or otherwise confidential information. If you have received this e-mail in error, you are hereby notified that any review, copying, or distribution of it is strictly prohibited. Please inform us immediately and destroy the original transmittal. Thank you for your cooperation.

Upload the HTML template file that you have prepared.

The content of the HTML file must comply with the HTML markup requirements, and the file can contain placeholders. For more information about the allowed placeholders, see Allowed Placeholders per E-Mail Template.

Remember:

The ${other.securityAlertText} is mandatory for the Send Security Alert template. The ${other.securityAlertText} is customizable. For more information, see Change Tenant Texts REST API. The key-value pairs that should be changed are security.alert.<name of the flow>.

The ${other.totpResetPasscode} is mandatory for the Deactivate TOTP Device template.

See examples for the Deactivate TOTP Device and E-Mail OTP Code templates below:

Deactivate TOTP Device Template

Example:

html>

<head>
    <meta http-equiv="Content-Type" content="text/html; charset=UTF-8" />
<script type="text/javascript" src="/ruxitagentjs_ICA27SVfqrux_10179191120132458.js" data-dtconfig="uam=1|app=ea7c4b59f27d43eb|featureHash=ICA27SVfqrux|rdnt=1|uxrgce=1|bp=2|srms=1,1,,,|uxrgcm=100,25,300,3;100,25,300,3|dpvc=1|lastModification=1574413554517|dtVersion=10179191120132458|tp=500,50,0,1|uxdcw=1500|agentUri=/ruxitagentjs_ICA27SVfqrux_10179191120132458.js|reportUrl=/rb_c52c6336-5dbb-45f1-aa35-08a6f855165d|rid=RID_2026897975|rpid=-1322452711|domain=sap.corp"></script></head>

<body style="width: 600px;margin: auto;padding: 0;font-family: Arial, Helvetica, sans-serif;font-size: 14px;color: #333">
    <!-- gold bar -->
    <table cellspacing="0" cellpadding="0" width="600px" class="header" style="border-bottom-style: solid;border-bottom-color: #F0AB00;border-bottom-width: 8px;padding-top: 13px;padding-bottom: 12px">
        <tr style="border-collapse: collapse;width: 600px;padding: 0;margin: 0">
            <td style="border-collapse: collapse;width: 600px;padding: 0;margin: 0">
                <table cellspacing="0" cellpadding="0">
                    <tr style="border-collapse: collapse;width: 600px;padding: 0;margin: 0">
                        <td class="logo" style="border-collapse: collapse;width: 61px;padding: 0;margin: 0">
                            <img src="${user.sap_mailing_logo}" style="border: 0;height: auto;line-height: 100%;outline: none;text-decoration: none" /></td>
                        <td class="tagline" style="border-collapse: collapse;width: 600px;padding: 0;margin: 0;color: #888;font-weight: bold;font-size: 12px;padding-top: 2px">The Best-Run Businesses Run SAP</td>
                    </tr>
                </table>
            </td>
            <#if user.company_logo??>
                <td align="right" style="border-collapse: collapse;width: 600px;padding: 0;margin: 0">
                    <div class="companylogo" style="height: 32px;overflow: hidden"><img src="${user.company_logo}" style="border: 0;height: 32px;line-height: 100%;outline: none;text-decoration: none;width: auto" /></div>
                </td>
            </#if>
        </tr>
    </table>
    <table cellspacing="0" cellpadding="0" width="600px">
        <tr style="border-collapse: collapse;width: 600px;padding: 0;margin: 0">
            <td class="main_first" style="border-collapse: collapse;width: 600px;padding: 0;margin: 0;padding-top: 36px;padding-bottom: 12px">
                <h1 style="font-family: Arial, Helvetica, sans-serif;font-weight: bold;font-size: 20px;color: #555;margin-bottom: 24px">Dear ${user.firstName?html} ${user.lastName?html},</h1>
                <p style="font-family: Arial, Helvetica, sans-serif;font-size: 14px;line-height: 18px">The passcode to deactivate your Two-Factor Authentication device is ${other.totpResetPasscode}.</p>
            </td>
        </tr>
    </table>
    <table cellspacing="0" cellpadding="0" width="600px">
        <tr style="border-collapse: collapse;width: 600px;padding: 0;margin: 0">
            <td class="main_last" style="border-collapse: collapse;width: 600px;padding: 0;margin: 0;padding-top: 12px;padding-bottom: 36px">
                <p style="font-family: Arial, Helvetica, sans-serif;font-size: 14px;line-height: 18px">Best regards,
                    <br/> Your System Administrator</p>
            </td>
        </tr>
    </table>
    <table cellpadding="0" cellspacing="0" width="600px">
        <tr style="border-collapse: collapse;width: 600px;padding: 0;margin: 0">
            <td class="colophon" style="border-collapse: collapse;width: 600px;padding: 0;margin: 0;font-size: 11px;color: #888;line-height: 13px">
                <p style="font-family: Arial, Helvetica, sans-serif;font-size: 11px;line-height: 13px;color: #888">This e-mail may contain trade secrets or privileged, undisclosed, or otherwise confidential information. If you have received this e-mail in error, you are hereby notified that any review, copying, or distribution of it is strictly prohibited. Please inform us immediately and destroy the original transmittal. Thank you for your cooperation.</p>
            </td>
        </tr>
    </table>
</body>

</html>

E-Mail OTP Code Template

Example:


<html>

<head>
    <meta http-equiv="Content-Type" content="text/html; charset=UTF-8" />
</head>

<body style="width: 600px;margin: auto;padding: 0;font-family: Arial, Helvetica, sans-serif;font-size: 14px;color: #333">
    <!-- gold bar -->
    <table cellspacing="0" cellpadding="0" width="600px" class="header" style="border-bottom-style: solid;border-bottom-color: #F0AB00;border-bottom-width: 8px;padding-top: 13px;padding-bottom: 12px">
        <tr style="border-collapse: collapse;width: 600px;padding: 0;margin: 0">
            <td style="border-collapse: collapse;width: 600px;padding: 0;margin: 0">
                <table cellspacing="0" cellpadding="0">
                    <tr style="border-collapse: collapse;width: 600px;padding: 0;margin: 0">
                        <td class="logo" style="border-collapse: collapse;width: 61px;padding: 0;margin: 0">
                            <img src="${user.sap_mailing_logo}" style="border: 0;height: auto;line-height: 100%;outline: none;text-decoration: none" /></td>
                        <td class="tagline" style="border-collapse: collapse;width: 600px;padding: 0;margin: 0;color: #888;font-weight: bold;font-size: 12px;padding-top: 2px">The Best-Run Businesses Run SAP</td>
                    </tr>
                </table>
            </td>
            <#if user.company_logo??>
                <td align="right" style="border-collapse: collapse;width: 600px;padding: 0;margin: 0">
                    <div class="companylogo" style="height: 32px;overflow: hidden"><img src="${user.company_logo}" style="border: 0;height: 32px;line-height: 100%;outline: none;text-decoration: none;width: auto" /></div>
                </td>
            </#if>
        </tr>
    </table>
    <table cellspacing="0" cellpadding="0" width="600px">
        <tr style="border-collapse: collapse;width: 600px;padding: 0;margin: 0">
            <td class="main_first" style="border-collapse: collapse;width: 600px;padding: 0;margin: 0;padding-top: 36px;padding-bottom: 12px">
                <h1 style="font-family: Arial, Helvetica, sans-serif;font-weight: bold;font-size: 20px;color: #555;margin-bottom: 24px">Dear ${user.firstName?html} ${user.lastName?html},</h1>
                <p style="font-family: Arial, Helvetica, sans-serif;font-size: 14px;line-height: 18px">The code for E-Mail Two-Factor Authentication is ${other.emailOtpCode}.</p>
            </td>
        </tr>
    </table>
    <table cellspacing="0" cellpadding="0" width="600px">
        <tr style="border-collapse: collapse;width: 600px;padding: 0;margin: 0">
            <td class="main_last" style="border-collapse: collapse;width: 600px;padding: 0;margin: 0;padding-top: 12px;padding-bottom: 36px">
                <p style="font-family: Arial, Helvetica, sans-serif;font-size: 14px;line-height: 18px">Best regards,
                    <br/> Your System Administrator</p>
            </td>
        </tr>
    </table>
    <table cellpadding="0" cellspacing="0" width="600px">
        <tr style="border-collapse: collapse;width: 600px;padding: 0;margin: 0">
            <td class="colophon" style="border-collapse: collapse;width: 600px;padding: 0;margin: 0;font-size: 11px;color: #888;line-height: 13px">
                <p style="font-family: Arial, Helvetica, sans-serif;font-size: 11px;line-height: 13px;color: #888">This e-mail may contain trade secrets or privileged, undisclosed, or otherwise confidential information. If you have received this e-mail in error, you are hereby notified that any review, copying, or distribution of it is strictly prohibited. Please inform us immediately and destroy the original transmittal. Thank you for your cooperation.</p>
            </td>
        </tr>
    </table>
</body>

</html>

Save your selection.

Once the e-mail template has been updated, the system displays the message E-mail template <name of template> updated.

Results

When you edit a previous version of a template in the template set, the changes are applied immediately. The e-mail that is sent contains the latest changes.

When you create a new template set, you must assign the new template set to the application. If you do not assign it, the application will use the currently assigned template.

Related Information

Create a New E-Mail Template Set

View E-Mail Template Document

Define an E-Mail Template Set for an Application

Delete an E-Mail Template Set

Allowed Placeholders per E-Mail Template

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edit-or-add-an-e-mail-template-set-3c4f397.md

edit-or-add-an-e-mail-template-set-3c4f397.md

Edit or Add an E-Mail Template Set

Prerequisites

Remember:

Caution:

Remember:

Note:

Context

Procedure

Note:

Note:

Note:

Remember:

Example:

Example:

Remember:

Example:

Example:

Results

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Edit or Add an E-Mail Template Set

Prerequisites

Remember:

Caution:

Remember:

Note:

Context

Procedure

Note:

Note:

Note:

Remember:

Example:

Example:

Remember:

Example:

Example:

Results