Email Notification Setup for Systems and SFAs

Keygivers can set up email notifications to be sent when users with selected authorizations for the system are added, removed, and/or have their accounts inactivated. The email notification can be sent to one or more recipients, including selected individuals, distribution lists, and all keygivers. The keygiver who sets up the notification can also designate additional users to be able to edit the notification.

In addition to having authorization as keygiver (or designated-editor) for the selected system or SFA, you must have System (S) authorization for PAS to set up or edit email notifications. If needed, submit a ServiceNow General Request for System (S) authorization for PAS.

This email notification set up as read-only if the user selects a system or SFA that they are not keygiver for, or they haven't been granted access to edit from a keygiver or authorized editor. Users can't change a notification in read-only mode.

To access the email notifications setup and list:

Click the Tools menu.
Hold the mouse pointer over the Systems Tools option, and then click System and SFA Email Notification Setup.

To set up a new notification or edit an existing notification:

The system or SFA search opens automatically on opening the tool. If you already have the tool open, click the button to Select System or SFA.
Select Systems or SFAs from the drop-down list.
Look up the system or SFA.

To edit the parameters for a notification, click to check the activities that you want to trigger the notification, if any, for each authorization: On Add, On Remove, and/or On Account Inactivation.

Click to uncheck any activities that should not trigger the notification.

To select individual users to be notified:

Click Add Email by NID.

To limit the list, set up the criteria:

Select Name or Description.
Select Starts with or Contains.
Type the text to search for.

Click Search.
Click to highlight the item you want.
Click Select.

To select a distribution list to receive the email:

Click Add Email by Group.

To limit the list, set up the criteria:

Select Name or Description.
Select Starts with or Contains.
Type the text to search for.

Click Search.
Click to highlight the item you want.
Click Select.

All keygivers for the system or SFA are notified by default; click to uncheck the box if you don't want this.

To designate additional users to be able to edit the notification:

Click Add Additional Editor.

To limit the list, set up the criteria:

Select Name or Description.
Select Starts with or Contains.
Type the text to search for.

Click Search.
Click to highlight the item you want.
Click Select.

To remove an individual or group from the list, click .

To save the notification, click Update.

To send a test email, after updating the notification

Click Test.
Click OK to close the message that the email was sent.

To close the tool:

Click Close.
Click in the upper right.
Click the File menu, and then click the Close option.