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Send reminder emails to Approvers after the initial Approval Process email

Publish Date: Apr 3, 2026
Description

Salesforce Approval Processes do not include a native reminder email feature. This article explains how to configure reminder emails using a custom Checkbox field, Approval Process Field Updates, and a Scheduled Record-Triggered Flow.

Resolution

Preparation: 

  • Email Template for the reminder 
  • For existing Approval process, just add actions on both Approval & Rejection 


Please follow the detailed steps below: 

Step 1 - Create Email Template: 

Step 1:

In Salesforce Classic (Non-Enhanced User Interface):

1. Click Your Name | Setup | Email | My Templates

 

In Salesforce Classic (Enhanced User Interface):

1. Click Your Name | My Settings | Email | Email Templates


In Lightning Experience:

1. Click Setup | Email | Templates 



Step 2 (for all User Interfaces):

1. Select either Text, HTML, Custom or Visualforce.
2Fill out all fields and then select Available for Use.
3. Populate the 'Name,' 'Subject' and 'Email Body.'
4. Then Save.

 

Step 2 - Create a Custom Field Checkbox : 

Step 1


Salesforce Classic (Non-Enhanced User Interface):

 

1. Click Your Name | Setup | Customize.
2. Choose an Object.
3. Select 'Fields.'
4. Navigate down to 'Custom Fields.'


Salesforce Classic (Enhanced User Interface):

 

1. Click Setup | Customize
2Choose an Object.
3. Select 'Fields.'
4. Navigate down to 'Custom Fields.'


Lightning Experience:

 

1. Click Setup | Objects and Fields | Object Manager.
2Choose an Object.
3. Select 'Fields & Relationships.'


Step 2 (For all User Interfaces):

1. Click the New button.
2. Select Checkbox | Next.
3. 
Fill in Field Label - Default Value is Unchecked | Next | Next | Save.
4. Navigate
to 'Page layout' and hide the checkbox.

 

Step 3 - Configure the Approval Process:

 

Salesforce Classic (Non-Enhanced User Interface):

1. Click Your Name | Setup | Create | Workflow & Approvals 
2Click Approval Processes.

Salesforce Classic (Enhanced User Interface):

1. Click Setup | Create | Workflow & Approvals 
2. Click Approval Processes 

Lightning Experience:

Click Setup | Process Automation | Approval Processes 

Then (For all User Interfaces):

  • Note if you are editing existing Approval Process, please deactivate it first 
  • Click the name of the Process 
  • Look for Approval Steps
  • to add Approvers Click Edit | Next | Next 
  • click Add Row, then assign
  • then choose either First response or Unanimous
  • Save
1. Then for the Actions Click "Show Actions
2. You'll see 2 Actions (Approval & Rejection) 
3. For Approval Actions click the Add New, then choose Field Update
4. Put a check mark on Re-evaluate Workflow Rules after Field Change | Next | Choose FALSE
5. SAVE (Do the same Process with Rejection Actions)
6. Then Click Activate
7. Look for Initial Submission Actions
8. Click "Add New" | click “Field Update"
9. Fill in Name | for Field to Update - choose the custom field checkbox
10. Put a check mark on Re-evaluate Workflow Rules after Field Change | Next | Choose TRUE 
11. SAVE

 

Step 4 - Create Scheduled Flow :


Step 1

1. Go to Flows.

Salesforce Classic (Non-Enhanced User Interface):

Click Your Name | Setup | Create | Workflow & Approvals | Flows
 

Salesforce Classic (Enhanced User Interface):

- Click Setup | Create | Workflow & Approvals | Flows
 

Lightning Experience:

- Click Setup | Process Automation | Flows
 

2Choose the Object, then click Next.

 

Step 2: Create a flow 

1. Click New Flow button.
2. Choose Record-Trigger Flow, then click Create button.
3. Choose the Object.
4. Choose A record is created or updated in Configure Trigger.
5. Choose All Conditions Are Met (AND), then Field - Custom Checkbox | Operator - Equals | Value - True in Set Entry Conditions.
6. Choose Only when a record is updated to meet the condition requirements in When to Run the Flow for Updated Records.
7. Choose Actions and Related Records in Optimize the Flow for.
8Click Start icon, then click Add Scheduled Paths (Optional).
9. Fill in Path Label and API Name.
10. Set Last Modified Date as Time Source.
11. Set 24 in Offset Number, and Hours After in Offset Options.
12. Click Add Element icon on your scheduled path.
13Choose Send Email Alert.
14. Choose your email alert in Action.
15. Fill in Label, API Name and Record ID.
16. Click Save button.
17. Fill in Flow Label and Flow API Name.
18. Click Save button.
19. Click Activate it.

Knowledge Article Number

000387415

 
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