Salesforce Approval Process: Email Notifications Limited to First 1,000 Users When Queue or Group is Assigned Approver

Salesforce Approval Processes limit email notification recipients to 1,000 users per approval step. If your queue or group has more than 1,000 members, only the first 1,000 members receive the email notification for that step.

Understanding the 1,000-User Email Limit

When Salesforce sends email notifications for an approval step, it pulls the list of queue or group members and sends to the first 1,000 in the list. Members beyond this threshold are silently skipped — no error or warning is generated.

Recommended Workarounds

To ensure all intended approvers receive notifications when your queue or group exceeds 1,000 members, consider the following options:

• Split large queues: Divide the queue into sub-queues of fewer than 1,000 members each, then configure separate approval steps in the process to target each sub-queue.
• Use custom notifications: Implement a Salesforce Flow or Apex trigger to send custom notifications to users beyond the 1,000-member limit when a new approval record is submitted.
• Reduce queue membership: Review the queue or group membership and remove inactive or unnecessary users to keep the total count under 1,000.
• Use individual approver assignment: For critical approvals, assign individual users as approvers rather than using a large queue.