Now Easy to Expose Flows Outside of Salesforce

I’m back from maternity leave and holy SMOKES (get it? The west coast is on fire): an update to Flow in Summer ’20 totally broke the Unsubscribe Link App. It’s okay, though. It’s fixed now and this Flow improvement is worth it.

baby in salesforce onesie with unicorn emoji blocking his face.
Here’s my little one disguised as a unicorn

It’s now much simpler to expose a Flow to folks who aren’t logged into Salesforce. They can click a link which launches a Flow that modifies, deletes and creates all sorts of records! (Be careful!)

All you have to do now is save your flow as System Context without Sharing–Access All Data. This eliminates the need to give a Site Guest User permission, adjust your sharing settings, and create sharing rules.

So my example is the Unsubscribe Link. You send an email through Salesforce with this link. Your recipient clicks on it and that launches the Flow which will update their contact and lead records with Email Opt Out. It’s pretty sweet.

How to Build your own externally visible Flow

  1. Create a screen Flow. (This is the hard part).
  2. Set up My Domain (it’s probably already set up).
  3. Create a Site domain.
  4. Create a new Site.
  5. Create a Visualforce Page to house the Flow.
  6. Build your link that includes variables for your flow. That looks like:
https://yourSiteDomain/YourVisualforcePageName?flowVariable1={{{MergeField1}}}&FlowVariable2={{{MergeField1}}}

In the Unsubscribe Link app, that looks like this. recordId and Email are two variables in my Flow. Everyone who sets up the app will substitute their site domain for “yourSiteDomain.”

http://yourSiteDomain/Unsubscribe?recordId={{{Recipient.Id}}}&Email={{{Recipient.Email}}}" 

When I put in my site domain and the fields are merged in the email, it looks like this:

https://powerfulsolutions-developer-edition.na139.force.com/Unsubscribe?recordId=0034W000029huR8&Email=georgeBailey@bbbs.com

Read the instructions on the Unsubscribe Link App for details on how to create a Site and Site Domain.

Simple Before-Save Flow

Here’s a real quick intro to the Spring ’20 Before-Save Flow feature. Find in depth information on this topic from Jennifer Lee and Jodie Miners.

Basic gist: 

  1. Double click into the Start element and indicate to launch Flow on new record created (in this example).
  2. Use a Decision element to see if this record meets criteria.
  3. If so, use an Assignment element to update the field values. There is no “update records” – you just use an Assignment.
  4. Access the values of the Record by using $Record.Field__c when choosing a resource or variable.
  5. You cannot access $Record.Id because it doesn’t have an ID yet! It hasn’t been saved.

Continue reading →

I just said I don’t want any email!

Hip hip hurray! My unmanaged package Unsubscribe Link is now available for free on AppExchange! This package will allow your constituents to unsubscribe from all emails for your organization. Email with link to unsubscribe from all emails at the bottom.

The package includes an automatic confirmation email, but you can turn that feature off. Watch the video below and/or follow these instructions: Continue reading →

How to Include an Unsubscribe Link, Revised

Install now from the AppExchange.

Allow Recipients to Unsubscribe From All Email Sent via Salesforce

View demo.

When the recipient clicks to unsubscribe, a flow will look for all contacts and leads who have this as their preferred email address (if you’re in Nonprofit Success Pack) or in the Email field. All contacts or leads who meet that requirement will be marked “Email Opt Out.”  The email address owner will receive one confirmation email immediately.

Please try this in your sandbox, developer org or Trailhead playground first! 

Learn why you should consider including an unsubscribe link. 

Instructions

Thanks to improvements to Flow in Summer ’20 this app is now much easier to install! You should know how to modify a page layout and a profile, create or modify an email template, and use a sandbox. You will install a package that contains Flow and Process Builder, but you don’t need to know how to use them.

Follow along with this worksheet while you’re setting up the app.

Watch the video and/or read the instructions below.

First step: install the app from appExchange.

Second step: Set up My Domain. Instructions here from Trailhead.

Create a Site

  • (Setup -> User Interface -> Sites and Domains -> Sites)
  • Create a new Site.
  • If you don’t have a Site domain, you’ll need to set one up. You may want to use the same domain as your “My” domain.
  • Label: Make the label the name of your organization or whomever the confirmation email should appear from. I will put “Ugly Dog Adoption Agency” and the unsubscribe confirmation email will appear from “Ugly Dog Adoption Agency Site Guest User.”
  • Site Name: Unsubscribe (so internally you know what this is about).
  • Site Contact: Defaults to your user.
  • Click Active.
  • Active Site Home Page: find the Visualforce page Unsubscribe.
  • A default web address does not need to be specified.
  • Save.
  • Copy and save the Site URL for use in a later step.

Modify the Flow for Summer ’20

  • Open Unsubscribe Part 1 Flow. 
    • Modify the variable OrganizationName (not a Summer ’20 update).
      • To do so, click on Manager in the left column under “Toolbox.”
      • Click on OrganizationName.
      • Replace “our organization” under default value with the name of your organization. This will appear in the confirmation email and on the flow screens.
  • Click Save As.
  • Click Show Advanced.
  • Under “How to Run the Flow,” select System Context without Sharing–Access All Data. Click Save. Click Activate. (This step is required after Summer ’20).

Set Up Email Templates

The package contains a folder of classic email templates called Unsubscribe.

Classic Email Templates

  • Unsubscribe Contact HTML Template
  • Unsubscribe Link VF Contacts Template
  • Unsubscribe Link VF Leads Template

Open the email templates and find the instructions for modifying the unsubscribe link to work for your site. The HTML template does not work for email addresses that include special characters like plus signs, so I’d recommend using the Visualforce (VF) email templates if you can.

Lightning Email Templates

Lightning email templates cannot be included in packages at this time, so you’ll need to create your own.

  • Search for Email Templates in your AppLauncher.
  • Create a new email template.
  • Name it whatever you like.
  • In Related Entity Type choose Contact.
  • Click on the button Source and paste in this HTML
<a href="http://INSERTYOURDOMAINHERE/Unsubscribe?recordId={{{Recipient.Id}}}&Email={{{Recipient.Email}}}">Click here to unsubscribe from all emails from our organization.</a>
  • Modify the HTML of the link above by changing this part:
    INSERTYOURDOMAINHERE to the Site URL you saved earlier.
  • Change “our organization” to the name of your organization.
  • Write the rest of the email, including a subject and save.

Modify or Remove the Confirmation Email

To remove the confirmation email all together, follow the instructions here.

To modify the content:

  • To change only the phrase “our organization,” see the instructions above under “Modify the Flow for Summer ’20.”
  • To change the rest of the email body:
    • Open Unsubscribe Part 1 Flow.
    • Click on Manager in the left column under “Toolbox.”
    • Click on PlainTextEmailBody under “Formulas.”
    • Modify the formula.
  • Click Save As.
  • Click Show Advanced.
  • Under “How to Run the Flow,” select System Context without Sharing–Access All Data. Click Save. Click Activate.

Test It Out

  • In your sandbox, make sure Email Deliverability is turned on.
    • Go to setup. Search for “Deliverability.”
    • Set the access level to “All email.”
    • Be very careful if you are using a sandbox with real data – do you have any automated processes that are now going to start firing off emails like crazy? Remember to turn off email deliverability when you’re done testing.
  • Optional: Edit your Contact and Lead page layouts.
    • Add the Email Opt Out field.
    • Add the Unsubscribe related list. You may want to add other fields here like Unsubscribe EmailCreated DateStatus
  • Create a contact with your email address.
  • TEST IT!
    • Send an email to that contact (using the template you created) to test it. Make sure the contact has “Email Opt Out” unchecked.
    • When you click the link it should look like this.

The next page should look like this.

  • Look for that confirmation email.
  • Open the contact record and confirm the following:
    • Email opt out is now checked
  • There is a new related Unsubscribe record and Status = “Unsubscribed.”

When to Include an Unsubscribe Link

The benefits of sending email directly from Salesforce are that you can automate when they go out, you can send up to 5,000 emails per day, and email templates are really simple to set up.

woman using white smartphone on front of table

Dear Asses and Donkeys Trust, I no longer want to receive your email. XOXO, Belinda

But any time you’re emailing groups of people, you should be mindful of the requirements of the CAN-SPAM law (which I just learned isn’t called the “Canned Spam” law). CAN-SPAM requires that emails, in certain scenarios, provide an option for the recipient to unsubscribe.

I am writing to you on my personal blog as a puzzle-solving Salesforce admin, not a Salesforce employee. Your decisions around unsubscribe options can have legal implications for your organization so please do not take anything from this post as legal guidance or means to make your communications legally compliant.  That decision is between you and your lawyers.

Continue reading →

Building My Dev Cred

…And building a trigger that creates a new task when an email was sent! 

In 2018, I’m focusing on building my “dev cred,” as Leah McGowen-Hare put it at Forcelandia a few years ago.

Next week is the final week of my RAD Women coding course and I am thrilled with how far I have come.

I am also building more connections in the Salesforce digital communities of Trailblazer, Power of Us Hub and Twitter.

So I was checking out the unanswered questions on the Trailblazer Community to see if I could help out and I ran into this one:

Is it possible to use Process Builder or Workflow in auto creating a task after an email is sent related to a record? The email (with a specific Subject filter) will be sent from (A) within Salesforce or (B) Gmail/Outlook but will be recorded in the Activity History. I tried to create a WR but it didn’t run after I sent an email.

The answer to that is ‘No.’ The end. Continue reading →

Sending Mass E-mail in Salesforce

Why use a 3rd party tool for sending mass e-mail when you can just use the built in Mass-Email?

I discuss the pros and cons, and give a demo on how to send Mass E-mail in this presentation from April 2017.

Caroline Renard kindly asked me to participate in HUB Office Hours, following up on a longer presentation I gave at the Seattle Non-Profit User Group around that time.

Also included in the conversation are Chris McCullough and Gorav Seth, moderated by Caroline Renard.

See the full video on youtube here.