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Flow Approval Process Notification Emails
By default, a flow approval process sends email notifications to approval submitters, assigned approvers, and approvers’ delegates.
Required Editions
To send email from Salesforce, Flow Approval Processes requires domain-level and user-level email verification. Email delivery fails if either the user's email address or the email-sending domain is unverified. See Requirements to Send Email from Salesforce .
Submitter Emails
When a flow approval process is run, it can email the person who submitted the approval, notifying them of their submission’s status.
| Approval Submitter | event | Notification |
|---|---|---|
| Internal user | When approval submission is received | Personalized email with a link to the internal related record page |
| Credentialed Experience Cloud site visitor | When approval submission is received | Personalized email notification with a link to the related record page of the oldest live Experience Cloud site that they're a member of |
| Internal user | When approval submission is approved, canceled, recalled, or rejected | Personalized email with a link to the related record and the final status of the submission |
| Credentialed Experience Cloud site visitor | When approval submission is approved, canceled, recalled, or rejected | Personalized email with a link to the related record and the final status of the submission |
You can’t customize emails to approval submitters.
To stop sending all emails to approval submitters, see Manage Approval Email Notifications. People who have submitted approvals can always view their approval submissions in the Approvals app or in the Approval Submissions list view.
Approver and Delegate Emails
When an approval based on a flow approval process is submitted, its associated orchestration run can email assigned approvers and their delegates, notifying them that they have an approval work item to review. Approvers and their delegates are emailed when an approval work item is created. They’re also emailed when an approval work item is reassigned.
You can customize the emails that are sent when an approval work item is created. The custom email is sent to both the approver and to their delegates.
You can’t customize emails that are sent when an approval work item is reassigned. When an approval work item is reassigned, approvers and their delegates receive the appropriate default email.
You can't reassign approval work items from approval steps that require unanimous approval. With unanimous approval, each group member assigned to the approval step receives a personalized notification. For unanimous approval notification behavior, see Approval Work Items and Orchestration Work Items.
| Notification Recipient | DEFAULT Notification |
|---|---|
| Assigned internal user | Personalized email notification with a link to the internal record page of the record to be reviewed |
| Assigned credentialed Experience Cloud site visitor | Personalized email notification with a link to the record page of the record to be reviewed of the oldest live Experience Cloud site that they're a member of |
| Assigned group or queue of internal users (without unanimous approval) | General email notification with a link to the internal record page of the record to be reviewed |
| Assigned group of internal users (with unanimous approval) | Personalized email notification with a link to the internal record page of the record to be reviewed |
| Assigned group or queue of credentialed Aura or LWR site visitors who are all members of the same live site (without unanimous approval) | General email notification with a link to the record page of the record to be reviewed of the live Experience Cloud site that they're all members of |
| Assigned group or queue of credentialed Aura or LWR site visitors who are all members of the same live site (with unanimous approval) | Personalized email notification with a link to the record page of the record to be reviewed of the live Experience Cloud site that they're all members of |
| Assigned group or queue of credentialed Aura or LWR site visitors who are all members of one or more common, live sites (without unanimous approval) | General email notification with a link to the record page of the record to be reviewed of the oldest live Experience Cloud site that they're all members of |
| Assigned group of credentialed Aura or LWR site visitors who are all members of one or more common, live sites (with unanimous approval) | Personalized email notification with a link to the record page of the record to be reviewed of the oldest live Experience Cloud site that they're all members of |
| Assigned group or queue of credentialed Aura or LWR site visitors who have no live site in common (without unanimous approval) | General email notification with a link to the internal record page of the record to be reviewed The link is invalid for Experience Cloud site visitors, because they don't have access to internal pages. They can use the Approval Work Item Object List page to view and access their assigned work items from an Experience Cloud site that they're a member of. |
| Assigned group of credentialed Aura or LWR site visitors who have no live site in common (with unanimous approval) | Personalized email notification with a link to the internal record page of the record to be reviewed The link is invalid for Experience Cloud site visitors, because they don't have access to internal pages. They can use the Approval Work Item Object List page to view and access their assigned work items from an Experience Cloud site that they're a member of. |
| Assigned group or queue of internal users and credentialed Aura or LWR site visitors (without unanimous approval) | General email notification with a link to the internal record page of the record to be reviewed The link is invalid for Experience Cloud site visitors, because they don't have access to internal pages. They can use the Approval Work Item Object List page to view and access their assigned work items from an Experience Cloud site that they're a member of. |
| Assigned group of internal users and credentialed Aura or LWR site visitors (with unanimous approval) | Personalized email notification with a link to the internal record page of the record to be reviewed The link is invalid for Experience Cloud site visitors, because they don't have access to internal pages. They can use the Approval Work Item Object List page to view and access their assigned work items from an Experience Cloud site that they're a member of. |
| Delegated internal user | Personalized email notification with a link to the internal record page of the record to be reviewed and a link to the approval work item |
The Enable email response Process Automation setting controls the email notifications that members of an assigned group or queue receive. This setting doesn't affect notifications sent to group members for an approval step with unanimous approval.
| Configuration | Email Field | Assignment Status | Notification Received |
|---|---|---|---|
|
To | Assigned | Each member receives their own version of the default approver email notification. |
| Reassigned | Each member receives their own version of the default approver email notification. | ||
|
To | Assigned | Each member receives their own version of the approval step's approver email notification. |
| Reassigned | Each member receives their own version of the default approver email notification. | ||
|
BCC | Assigned | Each member receives a copy of the default approver email notification. |
| Reassigned | Each member receives a copy of the default approver email notification. | ||
|
BCC | Assigned | Each member receives a copy of the approval step's custom email notification. |
| Reassigned | Each member receives a copy of the default approver email notification. |
To stop sending all emails to approvers and their delegates, see Manage Approval Email Notifications. Approvers and their delegates can always see their assigned approval work items in the Approvals app or in the Approval Work Items list view.
