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Set the email sender and template per entity

The Email delivery sub-tab in HR Admin decides which sender address and email template employee notification emails use. You set one default for everyone and can override it for the employees of a specific entity, for example to send from a local HR address with the entity's own branding.

Who can use this?

HR Admins in the flair HR app in Salesforce. Changing the settings requires the HR Manager custom permission, which the Flair Employee Management and Flair Manager permission sets include. Without it, the sub-tab is read-only.

Before you begin​

  • To send from a company address, a Salesforce Admin must set up and verify an organization-wide email address. Only verified organization-wide addresses can be selected as a sender.
  • To use your own template, create an email template whose Related Entity Type is Employee, and save it in a shared folder. See Choose the Related Entity Type.
  • Keep the placeholders {email_body}, {email_signature}, and {hub_address} in your template. flair replaces {email_body} with the notification text, {email_signature} with the email footer, and {hub_address} with the Employee Hub link. A template without {email_body} sends emails without the notification content.

Open the Email delivery sub-tab​

  1. In Salesforce, open the flair HR app.
  2. Open HR Admin.
  3. Click the Notifications tab.
  4. Click the Email delivery sub-tab. It shows the Default for everyone section and, below it, the Per Entity section.

Set the default for everyone​

The default applies to every employee notification email unless the employee's entity has its own row.

  1. On the Email delivery sub-tab, under Default for everyone, select an Email template. To keep the packaged template, select flair default: Employee Email Notification 1.1.
  2. In Sender address, select one of your verified organization-wide addresses. To send without one, select No org-wide address (see below).
  3. Click Save. A confirmation shows that the default email delivery is saved.

With No org-wide address (see below), Salesforce sends each notification as the user it runs as: the person whose action triggered it, or the Automated Process user for scheduled notifications. Employees then see a colleague or an internal address instead of your company address.

Override the default for an entity​

Add a row for an entity​

  1. Under Per Entity, click Add Entity. A new row appears.
  2. In Name, enter a name for the row, such as Austria.
  3. In Entity, select the entity.
  4. In Email template, select the template for this entity's employees.
  5. In Sender address, select the organization-wide address for this entity's employees.
  6. Click Save. Employees whose Entity matches the row now get notification emails with this template and sender.

Name and Entity are required. To discard an unsaved row, click Cancel.

Edit or delete a row​

  • To edit a row, change its fields and click Save in that row.
  • To delete a row, click Delete in that row and confirm Remove this email configuration?. Notifications for that entity go back to the default sender and template.

How flair picks the template and sender​

For each notification email, flair looks at the employee's Entity and picks the template in this order:

  1. The Email template of the row for the employee's entity.
  2. The Email template under Default for everyone.
  3. The packaged template Employee Email Notification 1.1.

The sender follows the same order: the row's Sender address, then the default Sender address. If neither is set, or the address is no longer an organization-wide address, Salesforce sends as the triggering user or the Automated Process user. A row whose Email template or Sender address is left at the first option uses the default for that field. Keep one row per entity.

note

Default for everyone stores its values in the Email Template and From Address fields of the default organization level value of the Employee Notification Settings custom setting in Salesforce Setup. Changing the values in either place changes both.

Troubleshooting​

My template isn't in the Email template list​

The list shows only email templates whose Related Entity Type is Employee. Change the template's Related Entity Type to Employee, or create a new template with it. Templates in another user's private folder are hidden too; move the template to a shared folder.

The Sender address list has no addresses​

The list shows only verified organization-wide email addresses, and only to users with the HR Manager custom permission. Ask a Salesforce Admin to add and verify an organization-wide address, and check that you have the Flair Employee Management or Flair Manager permission set.

The settings are grayed out and there is no Save button​

You don't have the HR Manager custom permission. Ask a Salesforce Admin to assign you the Flair Employee Management or Flair Manager permission set.