Support Center | Transactional Emails

Transactional emails

  • Send one off emails based on changes to Salesforce records.

  • Build customer journeys based on the Salesforce process builder.

Our transactional email solution allows you to send individual emails through Campaign Monitor when a Salesforce record is updated. This allows you to take advantage of the Campaign Monitor templates right from within Salesforce. Emails can be triggered via the Salesforce process builder.

An example of a transactional email would be to send a survey when a Salesforce case is closed.

There are 3 steps in this process, explained in full detail below:

  1. Create a smart email template in Campaign Monitor.

  2. Map your smart email to Salesforce.

  3. Build a Salesforce process builder flow to trigger the email.

To use transactional emails you must be on a monthly billing plan with Campaign Monitor. You will also need to set up email authentication for your Campaign Monitor account. Triggering smart transactional emails requires knowledge of Salesforce process builder.

1. Smart email templates.

Smart email templates are where you design how your email looks, add content and set up variables to be populated with Salesforce data.  The templates are set up in Campaign Monitor to learn more click here. Should you have a question on how to create a smart email template please contact Campaign Monitor directly.

2. Map your smart emails to Salesforce.

After you have set up a smart email template in Campaign Monitor you are ready to map the variables and define recipients. The screen is split up into 3 parts, the first part -mapping details will appear immediately. The other two parts will appear when the mapping details are complete. Below is quick overview video followed by detailed steps.

If you have connected more than one Campaign Monitor client then you will see a dropdown box on the top right of the screen to move between accounts.

Mapping details.

  1. In Salesforce, click the App Menu at the top right, then select Campaign Monitor.

  2. Click the Smart Emails tab.

  3. Select the template you want to work with via the tree menu on the left.

  4. Once selected the template will load in the centre of the screen, to map fields click the New Template Mapping button.

  5. Enter a mapping name.

  6. Select a Root Salesforce Object, this is the object that has the values you want to map to Campaign Monitor.

  7. Optionally, you can add a Description to make it easier for people to understand what these mappings do.

  8. Set create tasks to True if you would like to create a Salesforce task when an email is sent.

  9. Click Save, once saved two other sections will appear allowing you to Map Variables and assign Email Recipients.

Email recipients.

You can add one or more recipients with different roles i.e. to, cc, bcc by repeating this process.

  1. Click Add Email Recipient.

  2. Choose to, cc or bcc.

  3. Select if the type should be reference or text.

  4. Reference will ask you to select a Salesforce field.

  5. Text will allow you to manually select an email address.

  6. Click Ok.

Email variable mappings.

Mappings will appear in a list based on what is contained in your Campaign Monitor email template (step 1). Repeat the process to map all the fields you want to pass to Campaign Monitor.

  1. Select a field you want to map by clicking on the Dropdown button to the right of the email variable name.

  2. Click Edit Mapping.

  3. You will start on your root object select a the field you wish to map to.

  4. If you choose a related object which appears as field, you will be prompted to choose a filter. As a related object can contain one or more record it is necessary to choose a filter to isolate one value to pass to Campaign Monitor.

    For example if your root object is Account and you want to pull a value from a related Contact you would choose Contact and then apply a filter for example primary equals True.

When choosing a field to map for certain data types, like dates you will have the option to apply a format for example DD-MM-YY

3. Trigger smart transactional emails from Salesforce.

There are two ways to trigger a transactional email. The first, and most common is to use the Salesforce Process Builder to trigger the emails. The second is to set up a Global Action.

If you plan to use Salesforce process builder you will need the Smart email mapping ID see the animation below.

Process builder.

To automatically send smart transactional emails using Salesforce process builder, you need the smart email mapping ID. This is to tell the system which email to send.
To get the ID:

Set up a process to trigger the email.

  1. Click setup near the top right of your Salesforce account.

  2. On the left in the quick find search box type process builder.

  3. Below workflow & approvals, click Process Builder.

  4. On the my processes page, click New.

  5. Enter a name and an API name for the new process, then click Save.

  6. Build out the process

  7. Click Add Action to open the select and define action.

    1. From the action type dropdown menu, select Apex.
    2. Give the action a name.
    3. From the apex class dropdown menu, select Transactional Email.
  8. In the set apex variables table, edit the record ID as follows:

    1. From the type menu select Field Reference.
    2. In the value field, navigate to the record ID (for example, the contact ID if you're working with the contact object).
  9. In the set apex variables table, edit the smart email mapping ID as follows:

    1. From the Type menu select ID.
    2. In the value field, paste the smart email mapping ID you copied earlier.
  10. Click Save.

  11. Click Activate, then Confirm to turn the process on.

2. Global action.

  1. Click Setup near the top right of your Salesforce account.

  2. On the left in the quick find search box type global actions.

  3. Click New Action;

    1. Action Type - Custom visualforce page.
    2. Visualforce Page - smart email action.
    3. Height - 110px.
    4. Standard Label Type - none.
    5. Label -  Send smart email.
    6. Name - Send_smart_email.

Once the action is in place it should appear in a records feed. If not check the object page layout to see if the global actions have been overridden.

Working with tasks.

If you have chosen to create Salesforce tasks when a transactional email is triggered, and you are using Salesforce Lightning, you can add a component to visualise interactions. To do this simply edit the task page layout and add on the transactional emails (task) component.

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