Access and Sharing for Email Merge Fields, Templates, and Attachments | Salesforce
Access and Sharing for Email Merge Fields, Templates, and Attachments
Using integrated email in Lightning Experience? It’s important to understand how access and sharing work for merge fields, templates, and attachments.
Available in: Salesforce
Developer, Enterprise, Professional, Performance, and Unlimited editions
Merge fields are available from the Account, Contact, Opportunity, Lead, Campaign, Case, and User objects, as well as from the Person Account record type. From those items, most commonly used standard fields (and some custom fields) are available as merge fields. From that set of fields, some fields may not be available to individual users because of field-level security settings. Contact merge fields are not available for person accounts.
Templates created in Salesforce Classic can’t be used in Lightning Experience, and vice versa.
Templates created from one object are available for that object only. For example, a template created for leads isn’t available for selection from an opportunity record.
Templates you create are automatically public: they’re available for use by others in your organization.
Salesforce Files and Content Deliveries must be enabled before you can select and attach files from Salesforce Files. If these features are not enabled, users will be able to upload attachments only.
Any attachment larger than 3 MB is sent as a content delivery link, not as a file. For emails with multiple attachments, if the aggregate size of all attachments is greater than 3 MB, then all attachments are sent as content delivery links.
If you don’t have access to a file, you can’t attach it to an email or a template. We let you know if you need access, so you can ask the file’s owner.
Access becomes public, via the link, for files attached to emails from Salesforce Files. Public access allows anyone with the link to view, share, and download the file.