How to modify SAP S/4 Hana email template

How to modify SAP S/4 Hana email template

In this blog, we discuss how to modify the S/4 Hana email template as per business requirements and add system fields. Also includes, saving changes and moving changes over to the production. The beauty of S4 is all of this can be done by one consultant or the end-user themselves with just a little training no need to have the Basis, Functional and technical part of your team . 

  1. There are no Tcode, Just type what you want.
  2. No Debugging just look around and find the details
  3. No code changes just a simple text-based editor
  4. No need to ask the basis team to release and import TR it can just be done by following simple export and import rules. So overall makes it easy but I still took time to get familiar with the new way of doing things more easily in the cloud, I miss the old Tcode based approach 

Steps on How to modify SAP S/4 Hana email template

  1. Find the template to update
  2. Updating the email content, adding system fields
  3. Steps to import and export the changes from the Dev to the production system

Find the email template to update

Open the “ Maintain email template “ app which would list down all the pre-delivered and custom templates as seen below

Modify Email template in S/4

Check some options available below

  1. Click on Change details to update the name of the template etc.

Modify Email template in S/4

  1. You could also copy the template, Create a new one or delete it with the buttons showing up at the top of the table

  1. Open the template by Selecting the language and clicking on it

Modify Email template in S/4

Updating the email content and adding System fields 

In the next screen you could add your text in the Body HTML tag section with the right HTML tags as you see below. Note there is also an option for adding Body Plan text as seen with the yellow box but then it does not have the proper formatting. If you are looking for Hyperlinks, Bold, line breaks and para breaks to be shown using Body HTML

Arrow indicates how you could add system fields. I am adding a copy of how we used the organization fields in the email

Dear Sir or Madam,

Please find the billing document {{BillingDocument}} posted on {{BillingDocumentDate}} for the amount {{TotalNetAmount}} {{TransactionCurrency}} attached.

If you have any questions, please do not hesitate to contact us.

Best Regards,




Modify Email template in S/4

In order to add system, fields click on the “ Show data fields” option and a dialog box opens up with all available fields

There is no search on this dialog box so after scrolling for 5 minutes I came down to S where I see all my sales org specific fields which I wanted to use which I copied from the list and then added to the Body HTML and save the changes

Modify Email template in S/4

Modify Email template in S/4

This completes the changes to be done for the email

Moving changes to production

Now go to the export software collection app and add items

Modify Email template in S/4

To add items look for Form Template and you would see the email template you modified listed below .

Modify Email template in S/4

If however, the changes do not reflect here then please ensure that it is not part of any other collection. As a change can be part of only one collection if this was modified before and sent to production it would continue showing in the same collection with a different version

Even if different users make changes it keeps updating the same collection with a new version as you could see below.

Modify Email template in S/4

Once added it shows the email template as a line item as seen below. Now click on Export and it would then allow sending this change to production

Modify Email template in S/4

In production ensure to use the import collection app and import the changes

Modify Email template in S/4

Conclusion: How to modify SAP S/4 Hana email template

This completes the process and steps on how to modify SAP S/4 Hana email template. We are now able to complete the changes to the email template in S/4 and send changes from Dev to the Production system. 


Thanks for reading hope you liked the article and found it useful 

Read the Article posted on SDN here


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