Email Template Merge Fields for User-Based Workflow Rules in Salesforce

Choosing the Right Merge Field Type for User-Based Workflow Email Templates

When a Salesforce workflow rule is built on the User object, the email template that is triggered can reference different users depending on the purpose of the notification. Use the guidance below to select the correct merge field type.

Workflow Target User

Use Workflow Target User fields to reference the user record that was created or updated to trigger the workflow rule.
Example: A workflow rule fires when a new User record is created. You want the email to include the new user's name, email address, and profile. Use Workflow Target User merge fields (for example, {!WorkflowTargetUser.Name} or {!WorkflowTargetUser.Email}) to pull data from the newly created user record.

User

Use User fields to reference the user who created or updated the record that triggered the workflow rule — in other words, the person who performed the action that fired the workflow.
Example: A workflow rule fires when a User record is updated. You want the email to show who made the change. Use User merge fields (for example, {!User.Name} or {!User.Email}) to reference the administrator or person who performed the update.

Sending User

Use Sending User fields to reference the Salesforce user account configured as the sender of the workflow email alert.
Example: You want the email footer to display the name and title of the system user account that sends automated emails in your org. Use Sending User merge fields for this.

Receiving User

Use Receiving User fields to reference the user who is receiving the workflow email alert.
Example: You want to personalize the email greeting with the recipient's first name. Use Receiving User merge fields (for example, {!ReceivingUser.FirstName}) to address the email to the correct person.