Different Ways of Sending Emails From Flow

Updated:

October 30, 2023

⏱️ 5 minutes

In Customer Relationship Management (CRM), Salesforce stands out as a symbol of progress and effectiveness. One of its standout features is Salesforce Flow, a dynamic tool transforming how businesses automate their processes, especially in email communication.

In this article, you’ll discover:

An overview of Salesforce Flow and its significance in today’s digital landscape.
Traditional methods of sending emails and their benefits.
The power and flexibility of direct email-sending options within Flow.
Advanced techniques for those craving more control and versatility in their email campaigns.

With that roadmap in mind, let’s delve into the world of Salesforce Flow and uncover the myriad ways to send emails, ensuring effective and timely communication with your audience.

What is Salesforce Flow?

Salesforce Flow is a tool that provides a visual interface for automating tasks within the Salesforce platform. This tool empowers users to create and automate intricate business tasks without heavy coding. Through a drag-and-drop interface, users can create ‘flows’ that can execute a series of actions, decisions, and processes, making it easier to automate tasks that were previously manual or required custom code.

Also Read – Summer ’23 Salesforce Flow: New Features and Enhancements

Traditional Methods of Sending Emails

Using Classic or Lightning Email Templates

Before delving into more sophisticated techniques, grasping the basics is crucial. Traditionally, Salesforce users relied on Classic or Lightning Email templates. These templates and Email Alerts formed the backbone of email automation in Salesforce.

Benefits of Traditional Email Alerts:

Familiarity: Many Salesforce users are already accustomed to these templates, making their integration into Flow seamless.
Versatility: These alerts can easily be incorporated into Workflow Rules or the Process Builder, offering a range of automation possibilities.

Direct Email Sending Options in Flow

One of the standout features of Salesforce Flow is its capability to send emails directly, bypassing the need for traditional methods. Let’s delve deeper into the direct email-sending options available within Flow:

1. The ‘Send Email’ Action Element

Within Salesforce Flow, the ‘Send Email’ action element is a built-in feature that allows users to send emails directly from a flow. This means an email can be dispatched based on certain triggers or conditions within the flow without relying on pre-existing templates or alerts.

Key Features:

Dynamic Customization: Users can craft emails that resonate with the recipient’s current situation or interactions.
Real-time Automation: Emails can be sent in real-time based on specific triggers or conditions within the flow.
Integration with Salesforce Data: The ‘Send Email’ action can pull data from Salesforce records, allowing personalized email content.

2. Utilizing Text Templates

Salesforce Flow offers the option to use ‘Text Templates’ when sending emails. These templates allow users to define the email body and incorporate merge fields to populate dynamic values.

Advantages:

Personalization: Merge fields can pull data from Salesforce records, ensuring each email is tailored to the recipient.
Flexibility: Users can craft unique text templates for different scenarios, ensuring the content is always relevant.

3. Input Values for ‘Send Email’

When using the ‘Send Email’ action, users must define certain input values to ensure the email is sent correctly. Some of the input details you might encounter are:

Body: This represents the primary content of the email.
Subject: This is the email’s headline.
Recipient Address: This determines where the email will be sent.
Sender Address: Defines the email address from which the email will be sent.
Email Template ID: If using an existing email template, this ID links to it.

Advanced Email Sending Techniques

While basic methods serve their purpose, there are instances where more advanced techniques are required to cater to specific needs, ensure greater engagement, or navigate complex scenarios. Let’s delve into some of the advanced email-sending techniques, especially within platforms like Salesforce Flow:

1. Send Email Core Action in Salesforce Flow

Beyond the basic ‘Send Email’ action, Salesforce Flow offers the ‘Send Email Core Action.’ This advanced feature gives users a deeper customization and control over their email dispatches.

Key Features:

Dynamic Content Integration: Users can craft emails by pulling data directly from multiple Salesforce records, ensuring content is contextually relevant.
Conditional Dispatch: Set conditions to determine if an email should be sent, allowing for more targeted communication.
Template Integration: While users can craft emails from scratch, the core action integrates seamlessly with existing email templates for consistency.

2. Custom Flow Actions

Custom flow actions come to the rescue for scenarios where standard options fall short. These user-defined or third-party actions can be integrated into Salesforce Flow to enhance email-sending capabilities.

Examples:

“Send Better Email” from UnofficialSF: This custom action offers features like sending attachments, tracking email opens, and more.
Integration with External Email Platforms: Connect Salesforce Flow with platforms like Mailchimp or SendGrid for advanced email marketing capabilities.

3. HTML and Rich Text Formatting

To elevate emails’ visual appeal and structure, users can employ HTML or rich text formatting within Salesforce Flow.

Advantages:

Visual Engagement: Craft visually appealing emails with images, different fonts, and colours.
Structured Content: Use tables, bullet points, and headers to organize content effectively.
Interactive Elements: Embed links, buttons, or call-to-action prompts to drive user engagement.

4. A/B Testing for Emails

A/B testing, sometimes called split testing, entails distributing two distinct email versions to gauge which has superior performance in terms of open rates, click-through rates, or other indicators.

Benefits:

Data-Driven Decisions: Gain insights into which content truly engages your audience.
Optimized Campaigns: Tailor your email campaigns using actual feedback and performance data.
Increased Engagement: Businesses can craft emails that garner better engagement by understanding user preferences.

Also Read – Fault Path in Salesforce Flow: Streamlining Error Handling

5. Automated Email Sequences

Instead of sending a single email, automated sequences involve dispatching a series of emails based on user actions or predefined intervals.

Applications:

Onboarding Sequences: Guide new users or customers through informative emails.
Drip Campaigns: Gradually release content or offers to nurture leads or educate users.
Follow-up Sequences: Send reminders or additional information based on user interactions with previous emails.

Advanced email-sending techniques allow businesses to navigate the complex digital communication landscape with precision and effectiveness. By leveraging these techniques, especially within platforms like Salesforce Flow, businesses can ensure their email communications are not just sent but also resonate, engage, and drive desired actions.

Conclusion

The direct email-sending options within Salesforce Flow exemplify the platform’s commitment to streamlining processes, enhancing user experience, and ensuring timely and personalized communication.

But the journey doesn’t end here. Continuous learning and community engagement are key to staying updated and maximizing the benefits of such platforms.

If Salesforce tools spark your interest and you’re keen to engage with others who share your enthusiasm, join our saasguru community on Slack. It’s a vibrant space where professionals share insights, discuss best practices, and collaborate on various topics.

Also, whether you’re just starting or looking to advance in your Salesforce career, saasguru offers many resources. From Salesforce Admin to Salesforce Developer roles, a wealth of knowledge awaits you.