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Email Alerts in Salesforce (Using Workflow Rules)

 

Salesforce Admin Tips
Our Sales guys are always asking me for real time visibility into the status of our Opportunities and Accounts. They are looking for specific information that helps them qualify prospects. So actually what they want is to be alerted when, say: An account has gained 4 users or higher or An opportunity is within 2 weeks of being closed and has a value that is greater than £1000 Using Salesforce’s Workflow rules, I have set up 2 automation rules that do just that: Rule 1 = Emails the owner of the Account when it has gained 4 users or higher Rule 2 = Emails the owner of the Opportunity when it is within 2 weeks of being closed and has a value that is greater than £1000 A workflow rule has to be fired one way or another. There are effectively 2 ways to fire a workflow rule:
  1. Create/update of the object you want the rule to be applied to (in this case: Account)
  2. Time dependant trigger, relative to a date field in an object (in this case: Opportunity)
This is a step by step guide on how I set up the automation rules mentioned above, using Salesforce’s Workflow rules.

Rule 1 (Email alert to the owner of the Account once the Account has gained 4 users or higher)

Go to Setup | Create | Workflow & Approvals | Workflow Rules | New Rule

New Workflow rule

Choose the object to which the rule applies to

Choose Object

I have chosen Accounts in this case

Give your workflow rule a unique easy to understand name and tick “Created, and every time it’s edited”

Body of the Workflow rule

Every time an Account is created or updated, the Workflow Rule checks to see if an action needs to take place.

Pick your Rule Criteria

Workflow rule criteria

If the Account field “No. Users” is greater than 3, the action which we will specify later will take place.

(It’s very important to note: This cannot be a lookup or formula field as the real value is not actually held in such fields, so a change in what appears to be the value is not real and hence would not trigger the Workflow rule)

Hit save & Next

In the Add Workflow Action drop down list, pick “New Email Alert”

Email alert

Setting up a New Email Alert

Name your Email Alert, give it a description and choose the Email Template you want to use

Choose the Recipient Type

Email alert ricipient

In my example, the Account Owner will receive the email alert

Salesforce allows you to add up to 5 additional people to receive the email alert. These additional email addresses do not need to be in your CRM.

Hit Save | Done | Activate

We have just created a Workflow Rule that will send an Email alert to the Account owner when the Account has 4 users or higher.

It’s important to remember the workflow rule is only triggered when an account is created or updated.

Rule 2 (Emails the owner of the Opportunity when it has a value that is greater than £1000 and is 2 weeks from it’s close date)

Go to Setup | Create | Workflow & Approvals | Workflow Rules | New Rule

Choose the object to which the rule applies to

Opportunity

I have chosen Opportunity in this case

Give your workflow rule a unique easy to understand name and tick “Created, and any time it’s edited to subsequently meet criteria”

Workdflow Rule body

Pick your Rule Criteria

Workflow Rule criteria

Our criteria here is the opportunity’s value being greater than £1000

Hit save & Next

Under “Time-Dependant Workflow Actions”, click on “Add Time Trigger”

Time-dependant trigger

Pick your time-Dependant trigger

Time trigger

Our Workflow will check for our rule, which is: Opportunity’s value > £1000, once the Opportunity is 14 days from being closed. Any Opportunities qualified are then added to a Workflow queue and are only taken out of that queue once an action has taken place or they no longer meet the criteria specified in our rule.

Hit Save

In the “Add Workflow Action” drop down list, pick “New Email Alert”

New email alert

Now create an Email Alert, in the same way I showed above and hit Save | Done | Activate.

We have just created a second Workflow rule which, once an Opportunity is 2 weeks from being closed, checks to see if it has a value higher than £1000 and if so, sends the owner of the Opportunity an email alert. Workflow rules are a Salesforce Admin’s dream in automating repetitive, mundane tasks. Ebsta Automated Updates can help with these tasks. Enjoy.    

Soroosh Avazkhani

Junior Developer at Ebsta. Obsessed with finding and sharing all the best Salesforce Admin hacks to help you achieve Salesforce greatness!

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