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Learn About Salesforce Email Alerts

Learn about Salesforce Email Alerts and how Ops leaders are safely managing their changes with Sonar.

  • What are Salesforce Email Alerts?
  • Benefits Of Using Salesforce Email Alerts
  • Salesforce Email Alerts Best Practices
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What are Salesforce Email Alerts?

Salesforce Email Alerts are actions that are triggered when certain criteria are met in the Salesforce platform. These alerts can send emails to one or more recipients that you specify. Here’s a brief overview:

  • Use Cases: Email alerts are commonly used in workflows, approval processes, or process builders to notify users about specific events or changes in the system. For example, an email alert can be triggered when a high-priority case is created or when a deal reaches a certain stage in the sales pipeline.
  • Configuration: While setting up an email alert, you define:
    – The email template that should be used for the alert.
    – The recipients of the email. This could be specific users, roles, groups, or even related records. For instance, you could send an email to the account owner of a particular record.
    – The “From” name and “From” email address.
    – Optionally, additional email addresses to which the email should be sent.
  • Limitations and Considerations:
    – Salesforce has daily limits on the number of emails sent. This includes emails sent through email alerts.
    – Email templates used in alerts should be in a “Available For Use” state, and they should be of the appropriate type (like Text, HTML, Custom, or Visualforce).
    – You can’t send emails to recipients outside your organization directly using standard Salesforce email alerts unless you use an email field on a record as the recipient.
    – It’s crucial to test your email alerts in a sandbox or developer environment to ensure they trigger as expected and don’t overwhelm recipients with unwanted notifications.
  • Monitoring: Salesforce provides tools for monitoring outgoing emails. This helps administrators keep an eye on the volume of emails sent and check if any emails are failing.

To use Salesforce Email Alerts, one typically needs the required permissions, and it’s essential to understand the business process you’re trying to automate or enhance. Proper planning, testing, and monitoring can help ensure your alerts are effective and not disruptive.

What are the benefits of Salesforce Email Alerts?

Salesforce Email Alerts offer several benefits to organizations, streamlining their operations, improving communication, and enhancing the overall effectiveness of their CRM processes. Here are some of the primary benefits:

  • Real-time Notifications: With email alerts, stakeholders and team members can receive real-time updates about specific events or changes in the system. This ensures timely reactions and responses.
  • Improved Productivity: Automatic email notifications can reduce the manual effort of keeping track of and communicating about records or processes. Users don’t have to constantly check the system for updates; they get alerted as soon as there’s something that requires their attention.
  • Enhanced Accountability: By setting up alerts for critical milestones or tasks, managers can ensure that team members are held accountable for their responsibilities. For instance, if a high-value deal is closed, an email alert can notify managers immediately.
  • Streamlined Processes: In complex processes like approvals, email alerts can keep the process moving by notifying the next person in line to take action. This prevents bottlenecks and ensures smooth progression.
  • Customization: Salesforce Email Alerts can be customized based on specific criteria, ensuring that the right people get the right notifications at the right time. This level of granularity ensures relevance and reduces email noise.
  • Improved Customer Service: For teams managing customer service or support, timely email alerts can notify agents of high-priority cases or follow-ups, ensuring that customers get quick and efficient responses.
  • Reduced Human Error: By automating notifications, there’s less reliance on individuals to remember to inform others about updates or changes, thus reducing the potential for oversights or mistakes in communication.
  • Increased Engagement: For processes like lead management, timely email alerts can notify sales reps when leads take specific actions, allowing them to engage at the most opportune moments.
  • Data-driven Decisions: Email alerts can also notify stakeholders about specific data points or thresholds being reached, aiding in more informed, timely decision-making.
  • Enhanced Collaboration: By keeping all relevant parties informed about updates, changes, or milestones, email alerts can foster better collaboration and coordination among teams.

Salesforce Email Alerts serve as a powerful tool to enhance operational efficiency, ensure timely communication, and drive better results in various organizational processes. However, to leverage these benefits fully, it’s crucial to set up, manage, and monitor these alerts thoughtfully to prevent them from becoming disruptive or overwhelming.

Salesforce Email Alerts Best Practices

Using Salesforce Email Alerts effectively requires careful planning and execution. Here are some best practices to consider:

  • Define Clear Objectives: Before setting up email alerts, determine the objective behind each alert. Whether it’s accelerating a sales process, managing service cases, or monitoring data, having a clear purpose will help ensure the alerts are meaningful.
  • Limit the Volume: Too many email alerts can lead to alert fatigue, where users start ignoring or overlooking notifications. Be selective about the triggers and criteria for sending alerts to avoid overwhelming recipients.
  • Use Descriptive Email Subjects: Ensure that the email subject clearly conveys the purpose of the alert. This helps recipients quickly understand the context without opening the email.
  • Customize Content: Tailor the content of the email to its recipients. Utilize merge fields and dynamic content to make emails more relevant and personalized.
  • Segment Recipients: Not every alert is relevant to every user. Segment your recipients to ensure that only the stakeholders concerned with a particular update or event receive the notification.
  • Monitor and Adjust: Periodically review the alerts you’ve set up. Check if they’re still relevant and whether users find them helpful. Adjust the criteria, frequency, or recipient list based on feedback and changing business needs.
  • Test Before Deploying: Before rolling out any email alert, test it in a sandbox or development environment. This ensures it triggers correctly and looks as intended to the recipients.
  • Stay within Limits: Salesforce has daily email limits. Ensure that your alerts, combined with other automated emails, won’t exceed these limits. Plan for high-volume scenarios to prevent important alerts from being suppressed.
  • Ensure Deliverability: Keep an eye on email deliverability. Emails can be caught in spam filters or blocked by recipient servers. Regularly verify that important alerts are reaching their intended recipients.
  • Train Your Team: Make sure the end-users, especially those who are the primary recipients of the alerts, understand the purpose and context of these notifications. Offer guidance on how they should act upon them.

By following these best practices, organizations can maximize the utility of Salesforce Email Alerts, ensuring they serve as a tool for enhancing productivity and communication rather than becoming a source of noise or confusion.

See how Sonar enables Ops leaders to troubleshoot Salesforce email actions.

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Change Timelines

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Salesforce Email Alerts FAQs

Here are some frequently asked questions about Email Alerts:

How do I set up Salesforce Email Alerts?

To set up Salesforce Email Alerts:

  1. Navigate to ‘Setup’.
  2. In the Quick Find box, type “Email Alerts”.
  3. Select “Email Alerts” from the dropdown.
  4. Click the “New Email Alert” button.
  5. Choose the object the alert is related to, define the email template, specify recipients, and configure other settings.
  6. Save your changes. Once set up, you can integrate the email alert into your workflow rules, process builder, or approval processes.

Why aren't my users receiving the email alerts?

There could be several reasons for this:
The criteria for the alert aren’t being met.
The recipient’s email address is incorrect.
The email alert has reached Salesforce’s daily sending limits.
The email is getting flagged as spam or is blocked by the recipient’s email server.
The email alert isn’t active or hasn’t been added to the relevant process or workflow.

Can I send email alerts to external recipients who aren't Salesforce users?

Yes, but with some caveats. While standard email alerts typically target Salesforce users, roles, or groups, you can send emails to external recipients by using an email field on a record as the recipient. For instance, you can use the email field on a Contact or Lead record to send them an alert. However, be cautious about data governance and privacy considerations when sending external emails.

How do I track or monitor the emails sent through email alerts?

Salesforce provides an “Email Log Files” feature that allows admins to request logs for emails sent from the platform. Navigate to ‘Setup’, type “Email Log Files” in the Quick Find box, and follow the prompts to request and download logs for a specific time frame.

Is there a limit to how many email alerts I can send in a day?

Yes, Salesforce imposes daily limits on the number of emails that can be sent both per org and per user, depending on the type of org (like Developer, Enterprise, or Unlimited Edition) and the method of sending (API vs. non-API). It’s essential to be aware of these limits to ensure critical emails aren’t suppressed. You can find detailed information about these limits in Salesforce’s official documentation or by checking the platform’s current limits in ‘Setup’.

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