In this example, Contacts who are added to the Department “Customer Service” will be sent to a relevant course to help them learn more about products and service offerings.
Optionally enable the Salesforce integration to pass course progress data back to the Contact record in Salesforce. Click here to learn more.
Note: Your Salesforce interface may differ depending on the customizations that have been made in your instance.
Part 1: Creating an Email Template
Within Salesforce, click Setup.
Type template into the quick search box on the left-hand side of the page. Click Email Templates.
Click New Template.
Choose which type of email you’d like to use. HTML (with or without letterhead) is recommended so that you can include a clickable link within the email message.
Note: If you choose the type to use Letterhead, you may follow the prompts to create a new Letterhead if you have not already. For this example, choose HTML (with letterhead).
Enter the appropriate information into the fields. Be sure to check the box Available for use so that you can use it in the next part of the setup.
Enter the desired subject line and body copy into the email. You can optionally utilize Salesforce’s Merge Fields to dynamically populate the contact’s details into the email.
In Northpass, copy the Course Share link for the appropriate course. Click here to learn more about locating the link.
In Salesforce, insert a link into the email and paste the Course Share link.
Enter the plain text version of the email. As a shortcut, you may click Copy text from HTML version. After using the shortcut, be sure to also paste the link from step 7 into the plain text email.
Review your email. You can send a test to yourself. For additional emails, this is where you would be able to utilize the Clone button to easily clone your template.
Part 2: Creating a Workflow Rule
To learn more about workflows, click here to review Salesforce’s documentation
Within Salesforce, click Setup.
Type workflow into the quick search box on the left-hand side of the page. Click Workflow Rules.
Click New Rule.
Read the message about how to use Workflow Rules and click Continue.
Choose the object that you would like to utilize in your workflow. For this example, select Contact.
Give your rule a name, description, and choose your evaluation criteria. Utilize the Salesforce help links to understand the right choice for you.
Add the appropriate rule criteria. For this example, use the following values: Contact: Department, equals, Customer Service.
Click Save & Next.
Add an Email Alert workflow action by choosing New Email Alert from the Add Workflow Action dropdown.
Fill out the information in the Edit Email Alert section.
- Description: Enter a description that will remind you about what the Email Alert does.
- Unique Name: This field will auto-populate. There is no need to change it.
- Choose the Email Template from Part 1 above.
- Choose Recipient Type. In order to email to the Contact, since we are setting our Workflow Rule on the Contact Record, we should choose Email Field as the Recipient Type. After selecting Email Field from the dropdown, Email Field: Email will appear in the Available Recipients list. Use the Right Arrow to add it to the Selected Recipients.
- Optionally enter any other email addresses that you would like to also receive the email
- Choose the email sender.
Click Activate to begin sending your workflow.
After clicking Activate, all Contacts who are within the Customer Service department should receive the email and access to the course that was created in Part 1. To test this email, create a Contact record with your own email address as the email. Then change the Department field to "Customer Service". You should receive the email created in this article.