FieldFX Email Notifications Admin Tool

Introduction

The Email Notification Admin Tool in FieldFX allows a user to create an email notification whenever a change is made to an sObject. Once a specific change is made an email, using a predefined email template, is sent to the specified email addresses.

Admin Portal > Miscellaneous section

The Email Notification Admin Tool only supports these sObjects:

  • FX5__Job__c

  • FX5__Ticket__c

  • FX5__Quote__c

  • FX5__WorkOrder__c

Prerequisites

Custom Permission Required
Optional		 Steps

FX5 Admin Tool - Email Notification

Required

Check the permissions for the role that is currently logged in by Setup > Profiles > [User’s Role] > Custom Permissions.

How the Email Configuration Admin Tool Works

FieldFX has a new tool accessible in the Miscellaneous section of the Admin Dashboard. With this tool, an admin can create custom email configurations that will:

  • Automatically send email notifications when there is a change to the sObject

  • Specify the email addresses that receive the notifications using a admin chosen custom email template that already exists in your org

  • Configure the notification by sObject and defined criteria

Flow of Action

The following steps are typically how an Email Report is configured and used:

  1. The Notification_Sent and Notification_Sent_To fields exist in the Content Version object.
    (See Ensure Notice field checkboxes are checked.)

    • Notification Sent checkbox - adds a checkbox to indicate that the email was sent

    • Notification Sent To field - where the user can define the email addresses where notifications are sent

    • These are the details you should see:

      Notification Sent Notification Sent To

      Field Information

      Field Label

      Notification Sent

      Notification Sent To

      Field Name

      Notification_Sent

      Notification_Sent_To

      Data Type

      Checkbox

      Email

      Namespace Prefix

      FX5

      API Name

      FX5__Notification_Sent__c

      FX5__Notification_Sent_To__c

      Description

      Used if the notification has been sent.

      This text can’t be edited and is locked.

      Blank

      Help Text

      Blank

      This text displays on detail and edit pages when users hover over the Info icon next to this field.

      Data Owner

      Choose between User or Public Groups.

      Click Lookup icon to open a Lookup window to search either for a specific user or public group.

      Field Usage

      Choose between --None--, Active, DeprecateCandidate, or Hidden.

      Data Sensitivity Level

      Choose between --None--, Public, Internal, Confidential, Restricted, or MissionCritical.

      Compliance Categorization

      Choose from PII, HIPAA, GDPR, PCI, COPPA, and CCPA

      General Options

      Required

      n/a

      Checkbox - Checked
      Always require a value in this field in order to save a record.

      Unique

      Checkbox
      Do not allow duplicate values.

      External ID

      Checkbox
      Set this field as the unique record identifier from an external system.

      Default Value

      Checked / Unchecked

      Blank

      Some settings have in Default Value section of the setting, a Show Formula Editor link. If you click this link, the link changes to Hide Formula Editor and the box expands so you can enter the formula. See Salesforce Documentation: Elements of a Formula for more information on constructing a valid formula.

      Use formula syntax:

      Enclose text and picklist value API names in double quotes : ("the_text"), include numbers without quotes : (25), show percentages as decimals: (0.10), and express date calculations in the standard format: (Today() + 7).

      To reference a field from a Custom Metadata type record use:
      $CustomMetadata.Type__mdt.RecordAPIName.Field__c.

  2. The custom metadata is configured for the email address update.
    (See Configure the Custom Metadata for Email Address Update.)

  3. The admin accesses the tool and either creates, edits, or searches for e-mail configurations.
    (See Manage E-mail Configurations.)
    The specifics of the email configuration is defined in this step.

  4. The admin can also choose the email template to use in the emails.

  5. When there is a change to an sObject (specified in the email configuration), an email is triggered to those email addresses that were specified notifying them of the change to the sObject.

  6. An email is populated with the specifics from notification criteria and uses the selected email template to send out the email.

Layout

Email Configuration Admin Tool Main Interface
Callout Name Description

1

Email Configurations

List of email configurations already created. The configurations are shown and organized in these columns:

  • Name - Name of the saved email notifications

  • sObjectName - Determined during the creation stage

    The Email Notification Admin Tool only supports these sObjects:

    • FX5__Job__c

    • FX5__Ticket__c

    • FX5__Quote__c

    • FX5__WorkOrder__c

    • FX5__Invoice__c

  • EmailTemplateName - Name of the chosen email template to use

  • LastModified Date - The date the email notification was last modified

  • Active - If the email notification is being used or not

2

Search field

Use this field to search and filter among the email configurations already created.

In the screenshot, the term "Job" is entered showing only those configurations that are using the Job Sobject.

3

Create New

Use this button to create a new email configuration.

4

Configuration detail

This panel shows the specifics of the email configuration.

The name of the configuration is at the top with these details below:

  • Active checkbox - if the email configuration is active or inactive

  • sObject Type - the sObject that used in this configuration

  • Send To - the email address or multiple addresses to send a notice to

  • Send From - the email address of who is sending the configuration

  • Email Template - the name of the email template to use

    See Access List of Email Templates for the email templates available in your org.

5

Action Buttons

Use this icons to:

  • Edit - Edit the configuration

  • Copy - Copy the configuration as a new configuration

  • Delete - Delete the configuration

6

Criteria

The fields in the email configuration criteria:

  • Conditions Field - The field is dependent on the sobject chosen for the email notifications

  • Attachment Criteria - The text the email configuration looks for to trigger the notification

Recommended Reading

For more information, see:

FieldFX Documentation Salesforce Documentation