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How to Cut Email Clutter by Using Intelligent Notifications for Salesforce

Emails: are they an incredibly useful form of communication or an overwhelming tidal wave of notifications, updates and auto replies? I say both.

Your inbox can easily become overcrowded if steps aren’t taken to control what information you receive; however, there are some ways you can leverage intelligent notifications for reports in Salesforce.

Subscribe to stay sane

You may already know the power of the report and the dashboard functionality Salesforce has. But did you know that you can “subscribe” to reports to receive an email? By choosing a time of day and the frequency (daily, weekly, monthly) you can receive a snapshot of a certain report in your inbox.

What if you need relevant summarized information from five or more reports? That’s a lot of email clutter every morning. Thankfully, there is an option to help you here. You can add conditions to further refine when those email report notifications are sent.

For example, if you want to see a “new major gifts this week” report, you can choose for the frequency to be daily BUT only receive the whole report that day IF the summarized values of the report reach a certain threshold, such as setting the “sum of amount” criteria to “greater than or equal to $10,000.” By adding conditions to your subscribed reports, you can further refine when you receive those reports, so you don’t suffer from inbox overload.

By choosing a time of day and the frequency you can receive a snapshot of a certain report in your inbox. You can add conditions to further refine when those email report notifications are sent.

Lightning vs. Classic email subscription settings

It is important to note that currently there is still a discrepancy between subscription condition options in Salesforce Classic and Lightning. Lightning does allow for conditions to be applied to the subscription; however, it only allows for email as the delivery option. In Classic, you have the ability to send a mobile notification (if your users have Salesforce Mobile), post to Chatter or execute a custom action.

So there you have it—add value to your inbox without overloading it through report subscriptions and conditions, and be in touch with our nonprofit practice experts if you have any questions.

Written by Michael Beaty, Nonprofit Solutions Consultant at Traction on Demand.

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