salesforce task assignment email notification not working

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No more email notifications when assigning a task? (in Lightning)

It seems when using lightning and assigning a task to a user it no longer emails them. I've had lots of users ask me if it's possible to get this feature back. Is there?

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How do I Configure Salesforce Notifications?

The sending of emails when tasks are assigned is controlled by your Salesforce configuration. To change the settings, you can take the following steps in Salesforce.

Check your organization's activity notification settings.  To do this, the Salesforce admin will navigate to Setup -> Customize -> Activities -> Activity Settings.  The following screen shot shows user control enabled (about half way down)

For Organizations who have the "Enable user control over task assignment notifications" feature enabled, User can disable email notifications for task assignments by going to My Settings -> Reminders & Alerts -> Events and Tasks and click to turn off  Email me when someone assigns me a task .

For organizations without the "Enable user control over task assignment notifications" setting enabled users can set their default preference via the following steps:

1. Go to the Home Tab (If you already have an existing Task open click the Edit button, skip step 2, and go to step 3). 2. Click the New button under My Tasks. 3. Click the "Send Notification Email" checkbox to either add or remove the check. 4. Click on the "Make this the default setting." checkbox, that appears under "Send Notification Email", to insert a check. 5. Click Save.

Note: This default setting will apply to all Task creation/edit pages under all objects and related lists throughout the application, and can be changed back the next time a non-default value is selected.

For example, if you select "false" as the default, the next time you select "true" for the checkbox, you should be prompted with the "make this default setting" option again to make the "true" value the default if desired. The only exception, is the "log a call" task page, where there are two "send notification email" checkboxes. The "make this the default setting" checkbox doesn't work on this page.

If this checkbox does not appear and you are certain that your "Enable user control over task assignment notifications" setting is off, open the Activities Page Layout and under the Layout Properties you will see the two check boxes which control this behavior.  Both items need to be checked to give the control described above.

Reminders are also controlled through Salesforce settings.

To set Reminders, open your Salesforce settings and configure My Personal Information -> Activity Reminders and choose the settings which suite you and then Save.

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Custom Email Notification for Completed Tasks

Last Updated on April 3, 2022 by Rakesh Gupta

Big Idea or Enduring Question:

How do you send custom email notifications for the completed tasks to the Assignor?

Objectives:

After reading this blog post, the reader will be able to:

• Create a record-triggered Flow to send custom email notifications for the completed tasks to the assignor
• Create an email template in Flow
• Use Send Email flow action

Business Use case

Warren Mason is working as a System administrator at Universal Containers (UC) . He has received a requirement to  send out an email notification for completed tasks to the assignor. 

Automation Champion Approach (I-do):

A Salesforce Flow will automatically take action when a record meets specified criteria. It has a great capability to send out email notifications to a lot of different objects . This will allow you to notify a person or groups of people via email whenever it meets the evaluation and meets the conditions specified. 

Salesforce doesn’t have out-of-the-box features to notify the assignor when the assignee completes a task. For example, let’s say the  Sales manager  ( Daniela Ruah ) assigned a task to a  Sales rep  ( Jessica Smith ) to follow up with one of her key customers to check the status of last quarter’s bills. By default, when  Jessica  completes the assigned task,  Daniela  (sales manager) will not receive any email notifications. 

To solve this requirement, we will use the After-save Record-Triggered Flow . Check out this article to understand why we are using after-save record-triggered flow for this scenario.

Guided Practice (We-do):

There are 4 steps to solve warren’s business requirement using Record-Triggered Flow . We must:

• Define flow properties for record-triggered flow
• Add a Text Template to construct the email body
• Add a decision element to check if the task owner and the assignor are not the same people
• Add a core action send email to send out an email

Step 1: Define Flow Properties

• Click Setup .
• In the Quick Find box, type Flows .
• Select Flows then click on the New Flow .
• Object : Task
• Trigger the Flow When : A record is created or updated
• Condition Requirements: None
• Optimize the Flow For Action and Related Records
• Click Done .

Step 2: Add a Text Template to Create Dynamic Email Template

 Now we’ll create an email template using the Text Template . The text template allows you to specify the multi-line messages.  It also allows you to use HTML code.

• Under Toolbox , select Manager,  then click New Resource  to create a text template. 
• Resource Type : Text Template
• API Name : textT_EmailBody
• Select View as Rich Text
• Hi {!$Record.CreatedBy.FirstName},
• Task {!$Record.Subject} ( https://myautomationchampion-dev-ed.lightning.force.com/ {!$Record.Id}) is successfully completed by {!$Record.Owner:User.FirstName}

Step 3: Using Decision Element to Check if Status is Completed and, Task Owner and Assignor is Not Same Person

Now we will use the Decision element to check the following:

• Task status is completed
• Task owner must be a Salesforce User
• Task owner and assignor is different people
• On Flow Designer, click on the +icon and select the Decision element.
• Enter a name in the Label field; the API Name will auto-populate.
• Under Outcome Details , enter the Label the API Name will auto-populate.
• Resource: {!$Record.Status}
• Operator: Is Changed
• Value: {!$GlobalConstant.True}
• Add Condition
• Resource : {!$Record.Status}
• Operator : Equals
• Value : Completed
• Resource: {!$Record.OwnerId}
• Operator: Start With
• Value:   005
• Resource:   {!$Record.OwnerId}
• Operator: Does Not Equal
• Value: {!$Record.CreatedById}
• When to Execute Outcome : If the condition requirements are met .

Step 4: Add Send Email Action to Notify Assignor 

• On Flow Designer, below the Completed node, click on the +icon and select the Action element.
• Search and select the Send Email from the dropdown menu
• Label the new action Notify Assignor
• Body: {!textT_EmailBody}
• Subject: Task Completion Notification – {!$Record.Subject}
• Email Addresses (comma-separated): {!$Record.CreatedBy.Email}
• Rich-Text-Formatted Body: {!$GlobalConstant.True}

• Click Save .
• Enter  Flow  Label  the   API Name  will auto-populate.
• Click Show Advanced .
• API Version for Running the Flow : 54
• Interview Label :  Record-Triggered: Task After Save {!$Flow.CurrentDateTime}
• Click Save . 

Proof of Concept

• W hen  Jessica  completes the assigned task,  Rakesh Gupta  will receive the following email notification. 

Formative Assessment:

I want to hear from you!

What is one thing you learned from this post? How do you envision applying this new knowledge in the real world? Feel free to share in the comments below.

Submit Query!

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37 thoughts on “ custom email notification for completed tasks ”.

Hi Rakesh, thank you for sharing this solution. Can you advice on how to set up email notification when a step is NOT completed? Ideally, a notification should be sent to a manager of a Sales Representative with information on the overdue steps. How would you go about configuring this? Thank you!

Sure, to set up email notifications for uncompleted tasks, you have two options: either use a time-dependent action in Flow or use a Scheduled-Triggered Flow.

If you mean uncompleted steps in a completed task, then add a decision in the same flow to check the step criteria and send out an alert to the manager.

Thank you, Rakesh. This is so helpful. Have you try replacing the email body text template for a lightning template? I have a similar use case but is on the “Deliverable” object (NPSP custom object) but I haven’t been able to make it work because I keep missing the “Recipient ID”. Maybe the functionality it is not available if you trigger in custom objects?

I’m glad you found the information useful! Regarding your question about replacing the email body text template with a Lightning template, it’s definitely a viable approach.

If you could provide more details about your current use case, setup and the specific issues you’re facing with the “Recipient ID”, I might be able to offer more specific insights. Understanding the exact nature of the problem will help in diagnosing the issue more effectively.

How I am able to add additional recipient just like email alert in Flow ? I am trying to use “Recipient Email Addresses (comma-separated)” option but it prompt me error that I am in an invalid email format. Currently under this section already have a Get Record resource created to grab the email from user in Account Team and I would like to add an additional email but not a user in Salesforce.

You have to try something like this:

1. Create a Text variable Collection 2. Add Account Team member’s email to the Text Variable 3. Add Text variable to Email Addresses (Collection) when using Send Email static action 4. Add Additional email to Email Addresses (comma-separated)

Hello Rakesh! Nice explanation. I have a question. Is it possible to send this email message to a queue?

Yes, if queue has an email address.

First of all Thank you for the detailed approach to explain the functionality. I created a flow but Emails are not getting Delivered. deliverability is set to all emails., Using API version 56

Check out this article on how to Troubleshoot Delivery Problems for Salesforce Emails .

is there a way to prevent hardcoding this URL ( https://myautomationchampion-dev-ed.lightning.force.com/ {!$Record.Id}) or saving it in a custom label and using in email body, that way when we deploy the email template from sandbox to production, the url will not break . ?

Yes, either use Custom Label or read this article to understand how to get base url https://automationchampion.com/2022/04/25/how-to-get-salesforce-org-base-url-in-flow-2/

Hello Rakesh. Thank you so much for this! One issue I’m coming across is when I enter {!$Record.CreatedBy.Email} in the Send Email action, it gives me an error saying “These issues don’t prevent activation, but can cause problems when you run the flow. Notify_Task_Assignor (Action) – These email addresses are invalid: {!$Record.CreatedBy.Email} . Use this format: [email protected] .” Any idea of how to resolve this? Thank you again!

I tried in my developer org, and it didn’t give any error to me. Active the Flow and test it and let me know how it goes.

Thank you for the quick reply! No luck unfortunately. The flow is activated but when I had my co-worker mark the task as completed, no email notification came through. The flow won’t even let me save changes with {!$Record.CreatedBy.Email} inputted unless I add a space or comma at the end of it. And when I do that, it gives me the error I mentioned initially. Are there any workarounds that you’re aware of? Thank you again!

Please share send email and Flow screenshots with me.

Will do. What email address should I send the screenshots to? Thank you again for your time and help.

Check your email. I am happy to help.

Don’t copy and paste values from blog instead manually enter the value by clicking Record > Created By > Email.

It’s working now after changing the API version to 49 and updating the values. Thank you for your help and your excellent blog!

Hello I have tried this but Using the “{!varRTask.CreatedBy.Email},” in the email of the flow gives out an warning message that the format should be [email protected]

Is it possible to send a screenshot to me?

Can you explain this.. Field: Task | OwnerId (assigned to? created by? last modified?)

Assigned To – Represent a Person or Queue to who owns the Task. Created By – Person who creates the Task Last Modified – The date and timestamp for changes made to an individual record, including the User who made the change.

This is so useful, Rakesh, thank you! (I just implemented based on a user recent request). A comment and a question. Task.OwnerId is the field ‘Assigned To’ of the Task object (I don’t know if this has changed overtime). The question I have is: on the email communication, is there a way to include the record name (e,g,, Campaign Name) the task is attached or related to?

Task.OwnerId is the API name whereas Assigned To is the Field label. If you want to include the record name, you have first to query the record details and then update the Text template.

Hi there! Can you re-do this for the new flow builder that just came out in Winter 19? It’s completely different!

Yes, but in a few weeks 🙂

Rakesh, Can you make the replies / comments editable/deletable?

Sorry I don’t have any idea

Okay. Thank you.

I got it. We are setting values to the variables in the process builder. I overlooked the process builder part.

Thank you, Rakesh. Never thought Flows are this simple.

In the Record lookup, It’s filtering based on Assignor Id and Assignee Id. ( Where Id Equals VarT_AssigneeID & Where id equals VarT_AssignorID). But where did you actually assign values to those variables? Don’t they contain ‘null’? Did you miss that part in this article?

Nope, we are passing the value to these variables via Process Builder

Thanks Rakesh for fantastic series! I was looking for this one from past few days. Keep up your good work.

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Queue members are not getting email notification

Whenever I assign a case to Queue, the users in that particular queue are not getting email notification, that the cases are allotted to them. I have checked the following:

• In the support settings, send email notification when case owner is changed is checked.
• In the deliverability, it is set to "All Email"
• The user have the read/write permission to that particular record as well

Even after this, nothing seems to be working.

Can anyone help?

• salesforce-lightning

2 Answers 2

Have you checked the Queue's definition?

And if you use assignment rules - in each step you might want to specify the email template.

• Yes, I have marked it as well. Still not receiving email notification –  Jaya Harshit Commented Aug 24, 2021 at 11:29
• What (if anything) is in setup -> email log files. Maybe SF tries to send them out but the address is wrong or you use "email relay" that swallows them. And have you tried looking at a debug log? Are there any enqueued emails? –  eyescream Commented Aug 24, 2021 at 20:47

go to Setup > Process Automation Settings > Enable 'Send an email each time automation updates the same record' set to true

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Assignment Rule Email Notifications are not sending

We have the following queue in our organization and when the queue becomes the owner of the case, we want an email to be sent to the queue members.

Below is our current setup with the queue and the assignment rule.

How can we have the email go out every time the queue becomes the case owner?

• So did you able to send the email to queue? I am also stuck on same situation. –  Kamran Jabbar Commented Aug 31, 2020 at 11:51
• @KamranJabbar - There is a release update that you have to enable. It is something along the lines of allowing these rules to reevaluate. –  Matthew Metros Commented Aug 31, 2020 at 23:33
• can you please explain a bit more as I didn't get your point? –  Kamran Jabbar Commented Sep 1, 2020 at 5:11

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