🔧 Overview

You can configure Salesforce to send an email notification every time a new record is created for a specific object. The email will contain all the relevant data from the new record using merge fields in a template. This guide walks through the setup using a Workflow Rule.

🧱 Step 1: Create an Email Template

1. Go to Setup.
2. Search for "Classic Email Templates" in the Quick Find box and click it.
3. Click New Template, then select your preferred format (e.g., Text, HTML with Letterhead, Custom HTML).
4. Fill in the following:
   • Email Template Name and Subject
   • Use Merge Fields (like {!Object.FieldName}) to include record data.
     • Example: {!Contact.FirstName}, {!Opportunity.Amount}
5. Click Save.

🔔 Step 2: Create a Workflow Rule to Trigger on Record Creation

1. Go to Setup.
2. Search for "Workflow Rules" and select it.
3. Click New Rule.
4. Select the Object (e.g., Contact, Opportunity) the rule should apply to.
5. Click Next.
6. Fill in:
   • Rule Name: Descriptive name (e.g., Notify_On_New_Opportunity)
   • Evaluation Criteria: Select created — this ensures it triggers only when the record is first created.
   • Rule Criteria:
     • Choose "formula evaluates to true"
     • Enter true in the formula field (this ensures it triggers for all new records)

🪄 Step 3: Create and Attach the Email Alert

1. After saving your Workflow Rule conditions, go to Immediate Workflow Actions.