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Sunday, September 27, 2020

Salesforce: Send List Email

To continue our previous blog Send and Log Email from Salesforce, in this blog, we will share how to send mass emails from a ListView. Why I specifically mentioned ListView? because ListView is simple yet powerful feature in Salesforce, your user can create their own list view easily (define columns and filters), and by combining this to mass email, it would be very productive. Imagine that your rep needs to mass email only to Contact with a certain value, such as Lead Source is "webinar", they can easily create a list view for this.

Salesforce by default provides a button called Sent List Email, and the admin needs to check user permission and make sure it is enabled for your users. 


Permission
Users need to have "Allow sending of List Emails" permission, otherwise, they will not see this button, if you are enabling this permission, it will also enable 3 other permissions related to this permission: Send Email, Edit Task, and Mass Email.

Enable Button
Admin needs to make sure that "Sent List Email" is enabled, go to the Lead or Contact object, then edit the Search layout. As of Winter '21 release, this option is still under "Search Layouts for Salesforce Classic"


Email Limits
In the previous blog Send and Log Email from Salesforce, we mentioned when sending email from Salesforce, we can use email templates, merge fields, attach files, signature, and so on, the same feature is available when sending mass email from "Sent List Email". 

The difference is, you will see a limit tell you on how many emails can be sent, and this limit is for the whole user in the org., not for the individual user. As per this article, we can send 5,000 external emails per day based on GMT.

Save as Draft
Another difference when using "Sent List Email", offers "Save as Draft", when composing your email, but unable to send it yet because of something else, instead of discard that email, you can save it as a draft. You will not see this when sending email from a record. See the button before Send in the above screenshot.

How to access email save as draft? Open the "List Emails" tab (from 9-dots if you do not see it), open the email composed, then click Edit. 

You will see the status of the email sent, name, owner, and etc.


Notification Email
After all of the emails sent, you will get an email notification from Salesforce


Email icon
Another difference of email sent via "Sent List Email" is the icon of email under Activities, instead of the standard envelope icon, the icon for email sent with "Sent List Email" is multiple envelopes.


As per this blog EmailMessage object, emails will be stored under EmailMessage object with prefix 02s, however, email sent via "Sent List Email" will be stored in a different object called ListEmail with the prefix of 0XB.

Send Later
The Winter '21 release offers an additional feature for email sent via "Sent List Email", users can select the email to be sent later, set a perfect date and time when the email will be sent.




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Send and Log Email from Salesforce

Email is a very basic thing in our daily work, we can send emails from Google or Outlook, then manually log the email to a record Salesforce for the future reference.


Email logged to Salesforce will appear as under the activities component. If we logged it against Contact, it will appear in the Account too, this is because of the special parent-child relationship between Account and Contact.


Salesforce also offers the capability to send emails directly from the platform, and the emails sent will be automatically logged to the Contact or Lead.


If you notice that email sent from the Salesforce will be tracked; if the recipient opens the email, we will see when it opened. While email sent from Outlook and manually logged to Salesforce will have no such tracking information in Salesforce.


Salesforce offers the below features when sending an email:

  • rich-text format
  • image
  • link
  • quick text
  • attach file
  • merge field from Salesforce
  • template
  • preview
  • popout to dock view
  • signature (from user Settings >> Email >> My Email Settings), check out this and this article to add image and link to your email signature


One thing to note when sending from Salesforce using standard configuration, if the recipient uses Gmail, they will see the email is sent via Salesforce.


To understand how email is stored in Salesforce, check out this blog EmailMessage object.


Note: this blog is written without Inbox and EAC configured. 


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