How to dynamically notify different recipients based on critical Opportunity stage updates

To set the context, we have a customer who would like to notify specific stage updates to the respective Opportunity team members based on their role. To Explain, lets consider that we have an Opportunity with many opportunity team members and they are assigned to specific team member roles like Sales Manager, Sales Executive and Pre-sales Consultant. 
The ask is to

1. Notify Opportunity team members with Pre-Sales Consultant role when the Opportunity Stage reaches “Need Analysis”,
2. Notify Opportunity Team Members with Sales Executive role when the Opportunity stage reaches “Perception”,
3. Notify Opportunity Team Members with Sales Managers role when Opportunity stage reaches “Negotiation/Review”.

In the past, the solution to cater above use case would have required Apex Triggers to selectively send specific Opportunity stage updates to respective team members. This is because the native Email Alert action within salesforce has “Opportunity Team” as a Recipient option, but the Email Alert action will then end up communicating Stage updates to all Opportunity team members; contrary to our ask.

Hence, a perfect no-code solution for such situations is the “Send Email” Flow Core Action, as this Core action can help to inform record updates to selective recipients dynamically, with no additional customization. Steps to execute the same is as below:

Lets Assume that we have an Opportunity with respective Team members present. Resolution steps are as below: 

Step 1 :

• Navigate to the Setup page and enter Flows in the quick find box. Select Flows > New Flow > Record Triggered Flow
• We then select Opportunity as the Object here with the Entry Condition for Flow execution looking at Stage Updates

Step 2 :

• Next Flow element is Decision element which looks for specific Stage updates. In this case our focus is to look at Opportunity Stage updates when stage reaches Need Analysis, Perception Or Negotiation/Review. As a result we will have specific Decision outcomes configured as per below

Step 3 :

• We then have a GET records element to query respective Opportunity Team Member. For instance query all Opportunity Team Members with assigned Role as Pre Sales Consultant so that they can be notified when Stage reaches Need Analysis. As you can have multiple team members with same role, we will have multiple team members stored in record collection variable OpportunityTeamMemberCollection as below

Step 4 :

• We would then have a For Loop to retrieve each record from the collection variable OpportunityTeamMemberCollection as below

Step 5 :

• Lastly, we would use the Send Email Action to communicate about Opportunity stage updates to respective Opportunity team member. For Send Email Action, as we are not using an existing Email Template there are few minimum attributes that needs to be defined as per below. Key attributes being

1. 1. Recipient Address is being defined here since we have a possibility of storing Email of multiple recipients as compared to a recipient id
   2. Body refers to Body of the Email Notification
   3. Sender Address can be Org wide email address or any standard email address
   4. Sender Type can be CurrentUser

Other attributes for Send Email Action can be referred from below link as we define Send Email action for respective needs 

• https://help.salesforce.com/s/articleView?id=sf.flow_ref_elements_actions_sendemail.htm&type=5

Overall Flow design is as below

With the above configuration, we can thus be able to dynamically send communication to multiple recipients leveraging a no-code approach Send Email Action

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Written By : Manoj Nambirajan | Forum Ambassador 

Manoj Nambirajan is a Salesforce Enterprise Architect at Dell Technologies with more than 17 years of experience in the Salesforce ecosystem. Manoj has exceptional leadership abilities and a flair for solving issues quickly. Accredited as Salesforce MVP, Manoj has 21 Salesforce certifications and is among the Top 10 Answers leader in the Trailblazer Community.

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