Update record owner with Data Loader does not send notification email

This resolution provides a Workflow Rule-based workaround to trigger email notifications when record owners are updated via the Salesforce API (for example, using the Apex Data Loader). The workaround uses a custom checkbox field to control when notifications fire and restricts triggering to specific users or profiles to prevent duplicate notifications.

Warning: Always back up your data before performing any data operation. See Export Backup Data from Salesforce for more details. Test with a small subset of records first to verify the operation is successful before running on your full dataset.

Step 1 — Create a Custom Checkbox Field

Create a custom field on your desired object with the following details:

• Data Type: Checkbox
• Field Label: Notify New Owner
• Default Value: Unchecked
• Visibility: Restrict to the profiles that will be performing the update operations with the Data Loader
• Page Layout: Optionally omit from page layouts, since this field is only used to trigger the workflow

Step 2 — Create a Workflow Rule

Create a Workflow Rule on the object with the following settings:

• Rule Name: Trigger Email Notification to New Owners
• Description: Triggers email notifications to new record owners when OwnerId is changed via the API and the Notify New Owner checkbox is checked
• Evaluate the rule when a record is: Created, and every time it is edited
• Run this rule if: Formula evaluates to true

Use the following formula:

AND(Notify_New_Owner__c=TRUE, ISCHANGED(OwnerId))

Note: If a user changes a record owner via the UI and selects Send Notification Email while the checkbox is checked, duplicate notifications may be sent. To prevent this, restrict the rule to specific users or profiles by extending the formula:

AND(Notify_New_Owner__c=TRUE,
ISCHANGED(OwnerId),
OR($User.ProfileId='00e30000001HH9X',
$User.Id='00530000003xqAa'))

Replace 00e30000001HH9X with your profile ID and 00530000003xqAa with the specific user ID in your org. For help locating these IDs, see How to Find a User or Profile ID.

Step 3 — Add an Email Alert Workflow Action

Add an Email Alert action to the workflow rule with the following settings:

• Description: New record owner email alert for changing OwnerId
• Email Template: Create or select an existing template to notify the new record owner. For reference, re-create the standard assignment notification using the following template structure (example shown for the Lead object):
  • Subject: Lead: {!Lead.Name} has been assigned to you.
  • Body: Lead: {!Lead.Name}, {!Lead.Company} has been assigned to you. To view this lead, click: {!Lead.Link}
  • Substitute Lead with your target object name and swap in the appropriate merge fields. Use Send Test and Verify Merge Fields to confirm your template is correct.
• Recipient Type: Search: Owner — move Object Owner to Selected Recipients
• From Email Address: Current User's email address
• Click Done, then Activate your Workflow Rule.