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Auto-Response Rule vs. Workflow Email Alert in Salesforce

Auto-Response Rule vs. Workflow Email Alert in Salesforce

Auto-response rules and workflow email alerts provide similar functionality. Generally speaking they are both ways to automatically send emails from Salesforce based upon changes to leads or cases, however, their use cases and functions are a bit different.

Workflow email alerts are designed to send out an email to anyone who needs to be notified of activity on a case or lead. Specifically, these alerts run when a case or lead is created or edited and can be sent to anyone you choose. Finally, it should be noted that workflow email alerts send only one email per email alert. 

Email alerts, in general, can be sent out from processes, flows, workflow rules, approval processes, or entitlement processes. Use cases for the workflow email alerts vary depending on your business needs but can include anything from notifying the rep assigned to a case when a new action is taken to keeping management in the loop on changes to high profile leads to keeping your sales team on top of their pipeline.

Our other automated email option for leads and cases, Auto-response rules, are designed to be sent to just the person who either submitted the lead on Web-to-Lead, or to the contact who created the case. These emails send out automatically when a new case or lead is submitted to Salesforce. This functionality sends one email based on the first rule entry criteria it matches in a sequence of rule entries.

Most commonly, these emails are variations of a ‘thank you’ notification and explain what next steps are being taken.

For a quick and easy breakdown, the following table lists some of the differences between workflow alerts and auto-response rules to help you determine which process to use:

TYPE OF PROCESS DESIGNED FOR RUNS WHEN SENDS EMAIL TO NUMBER OF EMAILS SENT
Workflow email alerts Notifications to interested parties. A case or lead is created or edited. Anyone you choose. Sends one email per email alert. Each workflow rule can have up to:

  • 10 email alerts as immediate actions
  • 10 email alerts per time trigger as time-dependent actions
  • 10 time triggers
Auto-response rules Initial response to the contact who created a case or the person who submitted the lead on the Web. A case or lead is created. Contact on a case or the person who submitted the lead on the Web. Sends one email based on the first rule entry criteria it matches in a sequence of rule entries.

 

-Ryan and the CloudMyBiz Team


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App of the Week – PopUps by Stratus360

App of the Week – PopUps by Stratus360

One of the main tasks of a Salesforce Admin, is understanding how users work with the system, and managing what needs to be done at any given time. The PopUps app is a great notification and alert tool to help empower admins to do just that. A drag and drop builder allows you to quickly and easily create your notifications, and rules allow you to add them to just about any Lightning Component or Community Page. Even better is that you have three different options of how you want your notifications to appear, Modal, Toast or Flow.

When getting users’ attention is critical to your business, PopUps allows you to easily and quickly deploy notifications on any Salesforce Lightning record or Community page.

Check it out here!

 

Tip of the Week – Creating API Usage Notifications

Tip of the Week – Creating API Usage Notifications

Daily API limits can bring your system to a halt unexpectedly. Your Salesforce org has a feature that can help you keep track of that API data flow: API Usage Notifications.

API Usage Notifications can be quickly set up from a Salesforce settings page. Once enabled, you can you specify an administrator to receive email notifications whenever your organization exceeds a specified limit for the number of API requests made in a specified span of hours. Then, from the API notifications detail page in Salesforce, you can edit or delete notifications and see details about them, such as who is getting notified, how often, and at what thresholds.

Click here for an API Notifications Setup Guide!

-Ryan and the CMB Team

Tip of the Week – Using Salesforce Trust Notifications to Your Advantage

Tip of the Week – Using Salesforce Trust Notifications to Your Advantage

For any veteran users of Salesforce, you have probably experienced the frustration of unexpected system maintenance, or performance degradation. It slows you down and all you can do is wait until Salesforce gets things fixed up. This is where the Salesforce Trust Status page comes in.

The status page tracks and displays upcoming maintenance or any current issues for Salesforce instances. Even better, you can have these events sent to you as Trust Notifications, which are near real-time email notifications that are triggered by updates to an instance’s availability on the Trust Status page. You can customize exactly which Salesforce Apps or Instances you are interested in, and Salesforce will do the rest.

Click here for a Trust Notification User Guide!

-Ryan and the CMB Team