Creating an Email Alert is a 5-minute task: pick an object, pick a template, pick recipients. Wiring it into a Workflow Rule, Process Builder, or Flow takes another few minutes. The total time to send a triggered email is under 15 minutes for most use cases.
- Create or verify an Email Template
Setup, then Email Templates, then New. Build a Lightning Email Template with subject, body, and any merge fields. Save and activate the template. If you have an existing template that fits, skip this step.
- Create the Email Alert
Setup, then Email Alerts, then New Email Alert. Provide a clear description (Case_Owner_New_Comment_Notification). Pick the object the alert applies to. Pick the Email Template. Save.
- Configure recipients
On the Email Alert detail page, set the recipients. Pick from Public Groups, Roles, Users, Owner, related records'' email fields, or hardcoded addresses. Add as many as needed; the system enforces per-alert limits.
- Reference the alert from an automation
In a Workflow Rule, Process Builder, or Flow, add a Send Email action and pick your Email Alert from the list. The automation now triggers the email when its conditions are met.
- Test the alert
Trigger the underlying record change in a sandbox: change a Case status, update a Lead Owner, submit an Approval Request. Confirm the email arrives, the merge fields are populated, and the recipients are correct.
- Monitor and audit
Build a report on EmailMessage records to track delivery, or use the Email Logs in Setup to confirm individual alerts fired. Watch for daily-limit warnings if your org sends high volume.
Clear name for the alert. Appears in pick-lists across automation tools.
The Salesforce object that the alert applies to. Cannot be changed after creation.
The content of the email. Picks from Classic, Lightning, or Visualforce templates.
At least one recipient (Owner, Group, User, hardcoded address, or related-record email field).
- Daily limit is 1,000 external emails per day (5,000 for Performance and Unlimited). Hitting the cap silently drops new emails. Monitor send volume in production.
- Email Alerts use the From address configured on the alert, not the running user. Customers see the configured address; pick one that maps to a real inbox if they reply.
- Activating an Email Alert does not retroactively send for past records. The alert only fires when the triggering automation fires after creation.
- Email Alert names must be unique per object. Use clear naming conventions to prevent collisions: ObjectName_Trigger_Notification_Audience.