Automate Email Sending in Salesforce (Without Relying on Manual Reminders)

Email is still one of the most powerful tools your team has—but sending them manually? That’s where time disappears, and things get missed.

The good news: Salesforce makes it easy to automate emails based on user actions, form submissions, or status updates. Whether you're sending donation receipts, meeting reminders, or thank-you messages, automation saves time and keeps your outreach consistent.

At Palm Consulting, we help clients set up email automations that work quietly in the background—with minimal effort and maximum clarity.

What Kinds of Emails Can You Automate?

Almost anything you’d normally send manually can be handled through automation. For example:

• Thank-you emails after donations or sign-ups

• Event reminders for upcoming volunteer shifts or webinars

• Follow-ups if a case or opportunity hasn’t been updated

• Internal alerts when a high-value lead comes in

These automations don’t just save time—they make sure no one gets forgotten.

How We Set It Up

There are a few common tools within Salesforce we use to automate email sending:

1. Flows (Recommended)

Flows offer the most flexibility and power. With a Record-Triggered Flow, you can send an email when:

• A new record is created (e.g., Contact, Donation, Case)

• A field is updated (e.g., Opportunity stage = “Closed Won”)

• A time condition is met (e.g., no update for 3 days)

We build flows using Email Alerts tied to pre-defined templates, or use Send Email actions for more dynamic content.

2. Email Templates

Salesforce’s Lightning Email Templates let you design and reuse email content with merge fields. These templates can be used in Flows, Process Builder, or sent manually when needed.

We help our clients build:

• Branded, multilingual templates

• Templates that pull in key data (e.g., donation amount, meeting date, first name)

• Versions for internal notifications vs. external communications

3. Scheduled Sends

Need an email to go out hours or days after an event? With Scheduled Paths in Flow, we set up automations like:

• A reminder 48 hours before an event

• A check-in email 7 days after a form is submitted

• A survey request 2 weeks after onboarding is complete

Why Work With Us

Setting up email automation isn’t just about turning on a switch—it’s about knowing when, what, and how to send. At Palm Consulting, we help clients:

• Plan a smart communication flow (so you don’t over-email)

• Avoid duplicates or errors in logic

• Build automations that are easy for non-tech staff to adjust

• Test and monitor performance over time

Done Right, Email Automation Saves You Hours

No more forgetting to follow up. No more scrambling to send reminders. Just consistent, timely communication—handled by Salesforce.

If your team is still sending the same emails manually, we can help you automate them the smart way.

👉 Let’s connect and set up a system that talks for you—so you can focus on the bigger picture.