Reusable Email Automation in Salesforce Flow

Centralised Send Email subflow with configurable recipients, templates, attachments, and admin controls.

A reusable email component that standardises outbound communications across teams and reduces ongoing maintenance.

About The client

Client Under NDA

This project designed and implemented a reusable “Send Email” subflow to streamline and standardise email automation across an organisation.

The component supports dynamic recipients, templates, and attachments, so teams can deliver consistent communication without re-building email logic each time.

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How It Went

The Challenge

To improve governance and deployment safety, the solution also introduced central controls via Salesforce configuration, including an Email ON/OFF setting and a Global BCC address for monitoring.

Multiple teams (Support, Sales, Operations) created their own email flows with different logic, formats, and behaviours.
Admins and developers had to maintain dozens of inconsistent email steps distributed across the org.
Simple changes (sender updates, CC rules, layout updates) required manual edits across many flows, increasing delay and error risk.
End users experienced issues such as missing recipients, inconsistent templates, and unreliable email delivery.
During testing and deployments, there was no central way to disable system emails, risking unintended messages to real users.

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How We Did it?

Our Solution

A reusable Send Email subflow was created to centralise all email-sending logic into one maintainable component.

The subflow accepts input parameters such as To, CC, BCC, Subject, Body, Attachments, Templates, and Sender Type, enabling any flow to reuse it while keeping full flexibility.

To provide governance and safety controls, an Email ON/OFF setting was implemented using Custom Metadata or Custom Settings, allowing administrators to instantly enable or disable all automated emails without modifying individual flows.
A Global BCC feature was also implemented using Custom Metadata, routing a copy of every outbound email to a predefined monitoring mailbox when enabled for auditing, testing, and troubleshooting.

By replacing duplicate send-email actions across multiple flows with a single subflow invocation, teams reduced maintenance overhead, improved consistency, and made future enhancements easier to roll out. Quantitative outcomes included a 70% reduction in maintenance effort and 3x faster rollout of new automations.

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Technologies & Platforms

Salesforce Flows
Salesforce Custom Metadata
Salesforce Custom Settings
Salesforce Custom Labels

Joint Effort

The Collaboration

The work aligned multiple business teams and platform stakeholders around a single standard for outbound email communication.

Support, Sales, and Operations provided the use cases and edge cases, while admins and developers collaborated on a design that was easy to govern, safe to deploy, and flexible enough to be reused across different processes.

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The Result

Project Outcomes

A shared component approach improved change management: updates to email behaviour and settings could be tested once and applied consistently wherever the subflow is used.

70% reduction in maintenance effort by eliminating duplicate email logic across flows.
3x faster rollout of new automations by reusing the standardised subflow.
95% improvement in email consistency across departments.
50% fewer flow errors related to recipients, templates, or misconfigured email actions.
100% safer deployments with the ability to disable automated emails instantly during testing.
90% improved audit coverage via centralised Global BCC email traceability.

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Project Screenshots

Autolaunched Flow showing the email notification logic, including record lookups (People/Employment), global email settings, a People ID decision, and branching paths to send or skip emails based on ON/OFF rules.

Flow Builder view of an email subflow used for sending notifications to HR and managers, alongside the subflow configuration panel showing label/API name and input values such as email body and CC list.

FAQ's

About This Project

What is a reusable email subflow in Salesforce Flow?

A reusable email subflow is a standalone Flow component that handles email sending logic once and can be invoked from many other flows using input parameters like recipients, subject, body, templates, and attachments.

How do you centralise Send Email logic across multiple Salesforce Flows?

You centralise it by moving all email composition and sending steps into a single subflow, then replacing individual send-email actions in other flows with a subflow call.

How can admins switch off all automated emails during testing in Salesforce?

You can add an Email ON/OFF control using Custom Metadata or Custom Settings, then check that setting inside the subflow to prevent outbound emails when disabled.

What is a global BCC monitoring mailbox and why use it?

A global BCC monitoring mailbox receives a copy of every outbound email when enabled, giving teams visibility for auditing, troubleshooting, and deployment testing without changing individual flows.

Can a Salesforce Flow email subflow support templates and attachments?

Yes, the subflow can accept template identifiers and attachment inputs so different flows can reuse the same component while sending context-specific content and files.

How do reusable subflows improve governance and maintainability in Salesforce?

They reduce duplication, keep email rules consistent, and allow updates in one place, so changes propagate across all flows using the component without repeated edits.

Got more questions? Feel free to reach out to us for more details & also get a free consulting session with our experts.

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