Customizable Subject Line for Subscription Notifications and Approval Workflow Mails

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1 Custmizable Subject Line fr Subscriptin Ntificatins and Apprval Wrkflw Mails Applies t: Usage type Enterprise Prtal (EP) f SAP enhancement package 1 fr SAP NetWeaver 7.0 Summary The Knwledge Management cmpnent f SAP NetWeaver Prtal generates varius ntificatins assciated with certain events such as subscribed dcument changes and wrkflw. Custmizable subject line fr subscriptin ntificatins and apprval wrkflw mails enables users wh have write permissins fr the /etc repsitry t custmize the subject line fr subscriptin ntificatins and apprval wrkflw mails generated in KM. The XML templates and XSL style sheets used fr this purpse are lcated in the ntificatins directry f the /etc repsitry. Authr: Lyubmira Gugleva Cmpany: SAP Labs Bulgaria Created n: 01 April SAP AG 1

2 Table f Cntents Overview...3 Ntificatin Types...3 Parameters in the Subject Line fr Subscriptin Ntificatins and Apprval Wrkflw Mails...4 Cmmn Rules fr the Custmizatin f the Subject Line...6 Hw t Custmize the XML File f the Subject Line...7 Cpyright SAP AG 2

3 Overview The Knwledge Management (KM) cmpnent generates varius ntificatins assciated with certain events such as subscribed dcument changes and wrkflw. KM applicatin and services use the ntificatr service t create and send ntificatins t users. Fr example, the subscriptin service uses this service. The ntificatr service uses the publishing pipeline t generate ntificatins. This service is required fr creating and sending ntificatins abut resurce-related events, fr example, when subscribed resurces have been changed, r when a dcument has been rejected in an apprval wrkflw. Custmizable subject line fr subscriptin ntificatins and apprval wrkflw mails enables users wh have write permissins fr the /etc repsitry t custmize the subject line fr subscriptin ntificatins and apprval wrkflw mails generated in KM. The XML templates and XSL style sheets used fr this purpse are lcated in the ntificatins directry f the /etc repsitry. Ntificatin Types There are tw Knwledge Management ntificatin types: subscriptin ntificatin wrkflw ntificatin These tw types fall int the fllwing subtypes, fr subscriptin ntificatin: subscriptin admin ntificatin subscriptin ntificatin subscriptin bundled ntificatin fr wrkflw ntificatin: wrkflw ntificatin wrkflw result ntificatin The cntent f the subscriptin ntificatins and apprval wrkflw mails is generated using XML templates and XSL stylesheets. There are language specific versins fr each subscriptin ntificatin and apprval wrkflw mail fr the supprted languages. The XML file versins cntain the language dependent texts. Yu can distinguish the language specific XML files by their name, because they have a language suffix at the end f their name (fr example, SUBSCRIPTION_SUBJECT_en.xml). Furthermre, the texts are rganized in textspan tags which allw them t be enhanced with dcument-specific infrmatin. Fr example, the names f the XML files in English fr the subscriptin ntificatins are: SUBSCRIPTIONADMIN_SUBJECT_en.xml fr the subscriptin admin ntificatin type SUBSCRIPTION_SUBJECT_en.xml fr the subscriptin ntificatin type SUBSCRIPTIONBUNDLED_SUBJECT_en.xml fr the subscriptin bundled ntificatin type And the names f the XML files in English fr the wrkflw ntificatin are: WORKFLOW_SUBJECT_en.xml fr the wrkflw ntificatin type WORKFLOWRESULT_SUBJECT_en.xml fr the wrkflw result ntificatin type 2009 SAP AG 3

4 Parameters in the Subject Line fr Subscriptin Ntificatins and Apprval Wrkflw Mails The fllwing table cntains the ptinal parameters that an administratr can include in the subject line fr subscriptin ntificatins: Parameter tag name Descriptin Example fr adding the parameter Example fr displaying the parameter <resurcename/> The name f resurce that has been changed. (Applicable nly fr Subscriptin Ntificatin) Resurce: <resurcename/> Resurce: file5.txt <eventname/> Operatin type. Fr example: Creatin, Mdificatin, Deletin, Any Event etc. (Applicable nly fr Subscriptin Ntificatin) Operatin type: <eventname/> Operatin type: Mdificatin <subscriptinname/> The name f resurce which has been subscribed. Subscriptin "<subscriptinname/>" Subscriptin "Temp" <lastmdifieduser/> The name f user wh has been mdified the resurce fr last time. (Applicable nly fr Subscriptin Ntificatin) Changed By: <lastmdifieduser/> Changed By: Administratr <lastmdified/> The last date f mdificatin f given resurce. (Applicable nly fr Subscriptin Ntificatin) Changed On: <lastmdified/> Changed On: Jun 26, :12:31 PM <resurceid/> RID (resurce ID). (Applicable nly fr Subscriptin Ntificatin) RID: <resurceurl/> RID: /dcuments/public Dcuments/Temp/file5.txt Fr example, if yu want t custmize the English XML versin f the subject line fr the subscriptin ntificatin type (SUBSCRIPTION_SUBJECT_en.xml), yu can add the suitable parameters fr yur case: <ntificatin> <title> <textspan>subscriptin "<subscriptinname/>", RID: <resurceurl/>, Operatin type: <eventname/>, Created By: <lastmdifieduser/>, Created On: <lastmdified/></textspan> </title> </ntificatin> The resulting subject line fr this subscriptin ntificatin type is: 2009 SAP AG 4

5 Subscriptin "Temp", RID: /dcuments/public Dcuments/Temp/file5.txt, Operatin type: Mdificatin, Created By: Administratr, Created On: Jun 23, :22:42 PM The fllwing table cntains the ptinal parameters that an administratr can include in the subject line fr apprval wrkflw mails: Parameter tag name Descriptin Example fr adding the parameter Example fr displaying the parameter <resurcename/> The name f resurce which has been changed. Resurce: <resurcename/> Resurce: apprve_file.txt <stepname/> The step number f the apprval prcess. (Nt applicable t Wrkflw Result Ntificatin) Step Number: <stepname/> Step Number: 1 <parentlink/> The name f the flder the resurce is cntained in. Flder Name: <parentlink/> Flder Name: FrApprval <lastmdifieduser/> The name f user wh has been mdified the resurce fr last time. Changed By: <lastmdifieduser/> Changed By: Administratr <lastmdified/> The last date f mdificatin f given resurce. Changed On: <lastmdified/> Changed On: Jun 26, :12:31 PM <resurceid/> RID (resurce ID). RID: <resurceid/> RID: /dcuments/public Dcuments/FrApprval/ap prve_file.txt Fr example, if yu want t custmize the English XML versin f the subject line fr the wrkflw ntificatin type (WORKFLOW_SUBJECT_en.xml), yu can add the suitable parameters fr yur case: <ntificatin> <title> <textspan>apprval fr <resurceid />, Resurce: <resurcename />, Changed By: <lastmdifieduser />, Changed On: <lastmdified />, Flder name: <parentlink />, Step Number: <stepname /> </textspan> </title> </ntificatin> The resulting subject line fr this wrkflw ntificatin type is: Apprval fr /dcuments/public Dcuments/FrApprval/apprve_file.txt, Resurce: apprve_file.txt, Changed By: Administratr, Changed On: Jun 26, :12:31 PM, Flder name: FrApprval, Step Number: SAP AG 5

6 Cmmn Rules fr the Custmizatin f the Subject Line We recmmended that yu fllw the fllwing cmmn rules when yu change an XML file fr a subject line: Yu enter the required custm text between the pening and the clsing textspan tag in plain text frmat. Only the text yu have entered in this element is displayed in the subject line. D nt carry the cntent f the textspan tag t the next line because the tag is white space sensitive, and mre white space will appear in the subject line. D nt apply cmment between the pening and clsing textspan tag. The parameter tags that are nt applicable t the subscriptin admin ntificatin and subscriptin bundled ntificatin are resurcename, eventname, lastmdifieduser, lastmdified, resurceid. The parameter tag that is nt applicable t the wrkflw result ntificatin is stepname. There is n need t restart the server after mdifying the subject line. The changes are autmatically reflected in the XML file. The changes t the XML file fr a specific language, apply nly t the changed XML file. Fr example, if yu mdify the WORKFLOW_SUBJECT_en.xml file, the changes will apply nly t the English versin f the XML file, and nt t the WORKFLW_SUBJECT_de.xml file. Yu shuld nt use the fllwing special characters (listed in the table belw) when yu frmat the subject line, t ensure that yur subscriptin ntificatins r apprval wrkflw mails are successfully sent. In the table belw are described these special characters that shuld be escaped: Name Character HTML Entity Ampersand & & Less-than < < Greater-than > > Qutatin mark &qut; Apstrphe ' &aps; When yu want t use sme f these special characters in the subject line fr subscriptin ntificatins r apprval wrkflw mails, then yu have t replace this special character with its HTML entity. Fr example, if yu want t use ampersand (&), yu have t replace it with this HTML entity: &. Therefre, if yu want t use a text in yur subject line that cnsists f HTML special characters, yu have t replace all HTML special characters in the text (fr example, ä, ò, ü, Ë, and s n) with their equivalent HTML entities (fr example, ä, ò, ü, Ë, and s n). Yu can use the HTML encder t find the apprpriate HTML entities fr the HTML special characters that yu use in yur custmizable subject line SAP AG 6

7 Hw t Custmize the XML File f the Subject Line This article nly describes hw t custmize the subject line f the subscriptin ntificatins and apprval wrkflw mails with sme ptinal parameters and text. By default in the standard cnfiguratin there are XML templates and XSL style sheets used fr creating and sending ntificatins abut resurce-related events fr example, when subscribed resurces have been changed, r when a dcument has been rejected in an apprval wrkflw. These ntificatin templates are stred in the ntificatins directry f the /etc repsitry. If yu want t mdify the subject line fr a subscriptin ntificatin r a wrkflw mail, prceed as fllws: 1. In the prtal, chse Cntent Administratin KM Cntent rt etc ntificatins The XML files fr the subject lines f the subscriptin ntificatin and the apprval names are stred in the ntificatins flder. 2. Open the relevant XML file fr editing, and add the required parameters and text in the textspan element. T pen the file fr editing, chse Edit Lcally r Edit Online in the cntext menu f the XML file. Fr mre infrmatin abut the ptinal parameters that the administratr can use when custmizing the subject line, see Parameters in the Subject Line fr Subscriptin Ntificatins and Apprval Wrkflw Mails. There are sme cmmn rules yu need t fllw, t avid prblems when mdifying the XML files. Fr mre infrmatin abut the rules fr custmizing the subject line, see Cmmn Rules fr the Custmizatin f the Subject Line 3. Save the XML file. 4. Optinal: View the preview f the mdified XML file. a. In the cntext menu f the relevant XML file, chse Details. b. In the Details dialg bx, chse View Preview. T ensure that yur changes t the XML files are nt lst when the system is upgraded, yu need t back up the files. T d s, prceed as fllws: 1. Create a flder in ne f the KM repsitries. 2. Cpy the mdified XML files t the flder yu have created. 3. In the Templates Directry parameter f the ntificatr service, change the navigatin path. a. T call up the cnfiguratin fr the ntificatr service, chse Cntent Management Glbal Services, and then chse Shw Advanced Optins Ntificatr Service. b. Change the standard navigatin path (/etc/ntificatins) in the parameter Templates Directry t the new path t the directry cntaining the XML files fr subject line. Fr example, if yu create yur back up flder (with a name subjectline_templates) in the /etc repsitry, then yu shuld change the standard navigatin path in the parameter Templates Directry f the ntificatr service with this ne: /etc/subjectline_templates c. Save yur entries SAP AG 7

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