Various Ways to Use Classic Email Templates in Salesforce Flow

In Salesforce, we can use classic email templates with the flow to automate email alerts.

In this Salesforce tutorial, we will learn about classic email templates and how to use classic email templates in Salesforce flow. We can use classic email templates in two ways. We will also see it with real-time scenarios and step-by-step explanations.

We can use Classic Email Templates in Salesforce Flow in the following Two Ways:

1. Using Create Record Element:
2. Using Action Element(Send Email):

What is a classic email template in Salesforce?

The Salesforce Classic Email Templates are predefined email structures with the Email body and Subject that are currently used with Workflows, Process Builders, and Salesforce Flows. The Emails are sent automatically once triggered by any certain event that occurred.

You can read the whole article on How to Create Classic Email Templates in Salesforce.

Let’s consider a scenario to understand better. Whenever any case status is changed to closed, then we need to send an email notification to the particular customer with a message that your case is closed

Prerequisite: We need a Classic Email Template. I have created one with an Email To Customer label, and the Template Unique Name(API Name) will automatically populate Email_To_Customer. This API Name we need to use this template in a Flow.

How to Use Classic Email Templates in Salesforce Flow Using Create Records Element

Using the above scenario and the following steps, we can use classic email templates in Salesforce Flow.

Create Record-Trigger Flow:

1. Log in to Salesforce Org. -> Click on the Setup -> Home Tab -> In Quick Find Box, Search for Flows. You will see an option under Process Automation -> Click on Flows.

Then, click on the New Flow button to create a new flow.

2. Here, when the case record gets updated to case closed, an email should be sent to the customer. For that, create a flow with a Record Trigger Flow.

Now, we will create the following elements in the flow according to the flow diagram displayed in the following Flow Diagram.

1. Record-Trigger Flow:

3. In our scenario, the flow should trigger when we update a Case record. That’s why I have selected the Case in the Object field. In Configure Trigger, I have selected A Record is Updated because when we update the record, the flow should trigger.

4. Then, we have to Set Entry Conditions, and in the Condition Requirement option, we have to select All Conditions Are Met(AND) because the following condition should meet the criteria.

Here, the flow has to trigger only when the Case Status = Closed.

5. Then we need to select Every time a record is updated and meets the condition requirements: When you select this option, the flow will trigger every time you update the record when the condition matches the entry condition.

We are going to send an email notification to the customer using the Classic Email Template, so we have to select Optimize the Flow for Action and Related Records.

2. Email Alert(Sent Email to Case Contact):

6. Now, we need to add Action after triggering the Flow with the condition we applied to trigger it. To add an action element, click on the + plus icon, and then you will see the Action Element. Then select Filter By Type and click on the Email Alert.

7. As you click on it, you need to add Action in the Action field. To add an email alert, we have to select the Email Alert Name in action. Then, enter the Label, and the API Name will automatically populate.

8. We have to Set Field Values for the Selected Action. Here, we have to select Case ID.

3. Get Records(Get Email Template):

9. Then, we need to fetch the Classic Email Template. For that, we need to select the Get Records element and enter a Label and API Name into it.

10. In the Object field, select the Email Template object. To fetch the template, select DeveloperName = Email_To_Customer(API Name of classic email template). After this, let the other fields as it is and click on the Done button.

4. Create Records(Create Email):

11. Now, we get the Email Template and Case Records. Then, we need to send emails to the customers, and for that, we have to Create Email Records.

Here, we need to select One record to create and Use separate resources and literal values to send an email. After that, we need to select Object as Email Message.

12. Here, we need to Set Field Values for the Email Message as per the following values:

• FromAddress: Select the sender’s email address. Here, I have selected the assigned email of the User of that record.
• Status: In this field, we can select the status New, Sent, Read, Forwarded. Here, I have selected Sent. As we select that option, it will populate in numerical form.
• Subject: This will fetch from the Classic email template, which we get in Get Email Record as a Subject.
• TextBody: This also gets from Get Email Record as an Email Body.
• ToAddress: The case is generated from the contact so we can get the recipient’s address in the contact object. Then select Case-> Contact-> Contact Email.

5. Save:

13. After setting up all labels and conditions, click the Save button to save the flow. For that, we need to enter the Flow Label; here, I have entered the Use Classic Email Template in Flow. The API Name will automatically populate as we click the text box. The Description is optional; we can introduce our flow Shortly.

6. Debug & Activate:

14. After Saving the flow, click on the Debug button. Then click on the Activate button; always remember to debug the flow before activating it. It’s good practice to use flow.

15. After Activating the flow, let’s check how it is working; for that, go to the Case object and select any Case Record to update. Here, I have updated the case with the Contact Name Jack Rogers and updated the Status Working to Closed.

16. You can see here an email with the Subject, Body, Name, and Case ID that we declared in the Classic Email Template.

This is how we can use the classic email template in Salesforce Flow.

How to Use Classic Email Templates in Salesforce Flow Using Action Element

Using the following steps, we will see how to use classic email templates in Salesforce Flow using the action element.

1. We will use the same flow to create an Action Element. For that, we only need to delete the Create Record Element.

2. Then add an Action Element. To add an action element, click on the + plus icon, and then you will see the Action Element. Then click on the All category.

As you click on it, you need to add Action in the Action field. To send an email, we have to select the Send Email action. Then, enter the Label, and the API Name will automatically populate. The description is optional; you can give a short intro about this Action element.

3. Now, we need to Set Input values for the Selected Action. Here, we have to assign values to the Email object fields.

• Body, Email Template ID, Subject: In these fields, we need to provide particular values from the Get Record element where we stored the classic email template with the Get Email Records label.
• Sender Email Address: In this field, we need to provide who is sending an email; we can add the user’s and owner’s email. I have selected the user’s email.
• Recipient Address List: Here, we need to provide to whom we want to send an email; as per our scenario, we have to send an email to the case customer. For that, we need to select the contact email. The Contact Email field can be obtained from $Record this global variable.

4. Here, you can see we have removed the Create Record Element and added the Action element. Then, Save the flow, Debug it after saving it, and Activate it.

This is how we can use classic email templates in Salesforce Flow using Action Element.

Conclusion

I hope now you have an idea about classic email templates. In that, we have seen what an email template in Salesforce is and how to use classic email templates in Salesforce Flow by creating a record element and action element with real-time scenarios and step-by-step explanations.

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