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Email Notifications

flair sends various email notifications to employees and administrators. This guide covers how to configure, customize, and troubleshoot email notifications in flair.

Overview​

All emails, including absence notifications and invitations, are sent from Salesforce. Most notifications follow a structured process where a record is first created in the Employee Email Notification object before sending. However, hub invitations do not follow this process and are sent/triggered directly when a user is invited.

Configuring Notification Sender​

You can update the "From Address" used in employee notifications, such as absence approvals and deletions, using custom settings in Salesforce.

Steps to Update the "From Address"​

  1. Navigate to Setup in Salesforce
  2. In the Quick Find box, type Custom Settings and select it
  3. Under Custom Settings, find Employee Notification Settings
  4. Click Manage next to it
  5. Click New to create a new entry or edit an existing one
  6. In the "From Address" field, enter the desired email address that should overwrite the organization-wide address
  7. Click Save to apply the new "From Address"

Important Notes​

  • The changes will apply to all notifications configured under Employee Notification Settings, including absence approvals and deletions
  • Ensure that the email address entered is verified and authorized for use in Salesforce
  • This method does not require creating an Organization-Wide Email Address

Email Templates​

Accessing Lightning Email Templates​

You can access Lightning Email Templates in Salesforce Setup to manage and customize your email templates.

  1. Click on Setup
Click on Setup
  1. Type "Template" in the Quick search bar
Type Template
  1. Click on Lightning Email Templates
Click on Lightning Email Templates
  1. Check Folders and Enhanced Sharing
Check Folders and Enhanced Sharing

From here, you can create, edit, and manage your Lightning Email Templates. Lightning Email Templates allow you to create rich, HTML-based email templates that can include merge fields, images, and formatted content.

Email Template Merge Fields​

With flair email templates, you can incorporate merge fields to personalize and automate email content. A merge field is a placeholder or variable that gets replaced with actual data when the email is sent out.

Classic Email Merge Fields​

When creating a new Classic Email template, you'll see an option labeled Available Merge Fields in the top left corner of the template.

  1. Choose the appropriate merge field type from a selection of options using the Select Field Type dropdown list. For example:

    • If you want to include candidate-specific merge fields in an email, select Candidate Fields
    • If the email is payroll-related, select Payroll Fields

  2. There are more than 100 categories of merge fields related to recruiting, employees, jobs, departments, talent, skills, evaluation, timesheets, and more.

  3. Within the relevant merge field type, you'll find fields like First Name, Employment Type, Job Name, and many more options for your emails.

  4. Selecting a merge field such as First Name will present you with a merge field value which you can copy into your email template.

  5. The types of merge fields you include in an email template will determine the type of data automatically included in the email. For example, including fields like First Name or Contact ID will populate the email with corresponding individual information.

  6. Once you're happy with how the email looks, click Save to store the template.

Candidate Email Merge Fields in Recruiting App​

It is also possible to add merge fields to candidate and recruitment emails using the flair Recruiting app.

  1. In the flair Recruiting App, navigate to the Candidates page and choose the specific individual you wish to email.

  2. Within the chosen candidate's profile, navigate to the Activity box in the bottom right corner and select the Email icon to begin your correspondence.

  3. Within a candidate email, it is possible to insert as many merge fields as you like using the Merge Fields button, indicated by the Bracket icons { }.

  4. Choose from a selection of merge fields associated with the sender, your organization, and the candidate.

  5. Once you have created the email and inserted the relevant merge fields, click the Eye icon to preview the correspondence.

  6. Then click Send to deliver the email.

Merge fields allow you to create personalized, dynamic email content that automatically includes relevant information from your Salesforce records.

Temporarily Disabling Notifications​

It's possible to "pause" notifications by changing the Deliverability setting to no access. This is useful when you need to upload a large number of employee documents and don't want employees to be notified for each one.

Temporarily Disable Email Notifications​

  1. Navigate to Setup → Email → Deliverability
  2. Change the access level to No Access

This will pause all email notifications temporarily.

Re-enable Notifications​

When you're ready to resume notifications:

  1. Navigate back to Setup → Email → Deliverability
  2. Change the access level back to All Email
Email Deliverability Settings

Note: When set to "No Access", only password reset emails will be sent. All other outbound emails will be blocked until you change this setting back.

Checking Email Log Files​

You can request email log files in Salesforce to check if your emails are being delivered or bounced. This is useful for troubleshooting email delivery issues.

Request Email Log in Salesforce​

  1. Click on Setup
Click on Setup
  1. Click on Setup
Click on Setup
  1. Type "logs"
Type logs
  1. Click on Email Log Files
Click on Email Log Files
  1. Click on Request an Email Log
Click on Request an Email Log
  1. Enter the start and end time of your request
Enter the start and end time of your request
  1. Type in the email address you want to get the email log file for
Type in the email address
  1. Click on Submit Request
Click on Submit Request

You'll receive an email notification once the log files are created. The log files will contain information about email delivery status, bounces, and other email-related events for the specified time period and email address.

Troubleshooting Email Notifications​

If you're experiencing issues with notification emails not being received, there are several common causes and troubleshooting steps you can follow.

Understanding Notification Email Issues​

The root cause of missing notifications can typically be traced back to two primary factors:

  • Email authentication settings (DKIM/SPF): If no notifications at all are received, this is likely the cause.
  • Permission settings in Salesforce: If other notifications are received, but specific notifications are not, it is likely a permission-related issue.

Check User Permissions​

  • Hub invitations are sent using the inviter's permissions. If the inviter lacks the necessary permissions, the email may not be sent.
  • If you use "Reset Password" from the hub, it is executed under the user's context. Checking the permissions of the Hub Integration user might bring light to the issue.

Verify Email Deliverability (DKIM/SPF)​

  • If no notifications are being received, email authentication settings (DKIM/SPF) are likely causing the issue.
  • Please confirm that these settings are correctly configured on your domain.

Troubleshooting Absence Notification Emails​

If you're not receiving email notifications regarding absence requests, check the following:

Check Notification Settings​

  • Check your notification settings in the Employee Hub to make sure they are generally enabled
  • Check the Employee Notification Mails via the App Launcher to make sure that emails are generally triggered by the system

Email Delivery Issues​

  • If emails are generally triggered but don't go through, check with your identity provider whether flair is whitelisted
  • Verify that your Salesforce org has proper email authentication settings (DKIM/SPF) configured

Salesforce Configuration​

  • If emails are not generated at all, go to Setup in Salesforce and check the Employee Notification Settings
  • Important: If you want to update the template, you must make sure to use the API name of the template (no spaces between the words). Otherwise the system will not support the update and no notifications are triggered

It's possible that the password reset link is missing from the email notification sent by flair because you haven't enabled single sign-on (SSO).

When SSO is not configured, password reset functionality may not work as expected. The password reset link requires proper email configuration and SSO setup.

For more information on setting up SSO and enabling password reset functionality, please refer to:

Recurring License Assignment Emails​

When the Monitoring Integration is activated in flair HR Admin, administrators receive email notifications every 30 minutes whenever a flair license is assigned – either to another user or to the admin themselves.

This is a security feature designed to alert admins in case of unauthorized license assignments by other admins or users with the necessary permissions.

When Do the Emails Occur?​

The emails are sent:

  • Every 30 minutes when licenses are assigned
  • To administrators who have Monitoring Integration enabled
  • For any license assignment activity in the system

Resolution Options​

If these emails are not desired, there are two options:

  1. Disable Monitoring Integration: Disable the function in flair HR Admin settings.
  2. Adjust Permissions: Review and adjust permissions to limit who can assign licenses, reducing the frequency of these notifications.

We recommend keeping Monitoring Integration enabled for security purposes, as it helps detect unauthorized license assignments. However, if the frequency of emails is disruptive, you can adjust notification settings or review your license assignment processes.

How We Are Improving This Process​

We are continuously optimizing our notification system. Currently, an Apex trigger manages the invitation process, but we are gradually transitioning notifications to Salesforce Flows to ensure greater reliability.

Action Required​

  • Please check the permissions of the user sending notifications from Salesforce.
  • Verify your DKIM/SPF email authentication settings if no notifications are being received.
  • Check Employee Notification Settings in Salesforce Setup if absence notifications aren't being generated
  • Let us know if you are still experiencing issues with other notification emails (such as absence requests) after checking these settings.

For specific hub invitation issues, see Hub Invitation Troubleshooting.