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Customize Emails to Approvers
By default, each time an orchestration run associated with an approval submission creates an approval work item, assigned approvers and their delegates receive a notification. To change the email notification sent to both approvers and their delegates, customize the associated approval step.
Required Editions
| View supported editions for Flow Approval Processes. |
| User Permissions Needed | |
|---|---|
| To open, edit, or create a flow approval process in Flow Builder: | Manage Flow |
| To see the Manage All Flow Approval Processes tile: | Approval Designer |
| To complete assigned approval work items: | Run Flows |
You must have a flow approval process with an approval step. To create an approval step that sends a custom email notification to approvers and their delegates, see Create a Step to Interact with Approvers.
To send all email notifications to approvers and delegates, the Send Approval Work Item Assignment Emails to Approvers in Approval Settings must be selected. See Manage Approval Email Notifications.
You can customize the content of the initial approver notification email for each approval step, but you can't customize the sender. Flow approval processes send email notifications from the Automated Process User Email Address specified in Process Automation Settings. If you don't specify this setting, Salesforce looks for an organization-wide email address with a purpose of Default No-Reply Address. If that doesn't exist, Salesforce uses any verified organization-wide email address. If no organization-wide email address exists, Salesforce uses the email address of the user running the flow approval process. If the orchestration run associated with the flow approval process runs in system context without a user, Salesforce doesn't send the email.
Use text template resources to generate a unique and personalized subject and body for the custom email. Each approval step can use a different set of text templates.
- Open the flow approval process that you want to customize.
- Optional. Create a text template resource that contains the text to use for the subject of the custom email.
- Optional. Create a text template resource that contains the body to use for the custom email.
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Edit the approval step.
The Properties panel for the approval step opens.
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Under Select the Approver, select Customize notification email.
- For Subject, select the text template that contains the subject for the custom email. Or enter a string for your subject.
- For Body, select the text template that contains the body for the custom email.
- Save your work.
