Salesforce How-To: Creating an Admin Email Alert for Soapbox Engage Leads Marked with Match Review

Follow the steps below to create an email alert workflow in Salesforce to alert an administrator in real-time that a Lead has been submitted but was not able to auto-convert because it had a "fuzzy match" in the database in needs to be reviewed and processed manually. If you do not need a real-time notification but would rather get a weekly alert of all stuck leads to convert in a batch, please see our tutorial on creating a scheduled report of stuck leads instead.

Estimated time: 30 minutes

There are two parts to every automated workflow in Salesforce: 1) a workflow rule that determines when the action should happen, and 2) details of the actual action itself (field update, email alert, task, outbound message). These actions can happen immediately or scheduled at a particular time. If this is your first workflow, we're so excited to get you started with this one example and see what you can come up with from here! Workflows are one of the most useful tools in a Salesforce admin's arsenal. You can find lots more information in the Salesforce documentation here. 

In this example, we're going to create an email alert workflow to notify a particular user that a Donation/Event/Petition lead has been flagged as having a potential match and needs manual review.

Step 1: Create your Admin Alert Email Template

1. Log in to your Salesforce account and click the Setup link in the top right of the page. If you don't see this link, contact your Salesforce administrator. 
2. In the left menu under Administer, navigate to Communication Templates > Email Templates. 
3. Click the "New Template" button. 
4. We're going to create a simple email in this case because it's just an admin alert, so choose the "Text" option.
5. Choose a Folder to store your email template in. We suggest creating one just for "Admin Alerts".
6. Check the "Available For Use" checkbox to make sure this template is considered active and is available for selection later when setting up our workflow action.
7. For the Template Name, enter text such as "Admin Alert: Fuzzy Match Lead". This will fill in the unique name also. Note that this is just for internal reference.
8. Leave the encoding as-is.
9. For the Description, enter text such as "This email template is used to notify admins when a Soapbox Engage lead could not be auto-converted because a fuzzy match was found and it needs manual review and processing."
10. For the Subject line, enter something such as "Engage Alert: New Stuck Lead". 
11. For the Email Body, enter text such as: 
    

    Dear {!User.FirstName}, 
    
    Uh oh! A Soapbox lead was not able to auto-convert because we found a fuzzy match in your Salesforce database. Please review the Lead details and convert manually using the link below. 
    
    Link: https://na17.salesforce.com/{!Lead.Id} 
    
    Why did this lead get stuck? 
    This lead was flagged because there is an existing contact in your database with the same First Name AND Last Name /OR/ First Name AND Email Address /OR/ Last Name AND Email Address.
    
    What do I do to convert this stuck Lead? 
    Please find detailed instructions on how to review and convert stuck leads at http://support.picnet.net/entries/21749911-Responding-to-Leads-marked-as-Match-Review-Needed. 
    
    Thanks,
    Soapbox Engage Bot

12. Click Save and move on to Step 2!

Step 2: Create an Email Alert

1. Go to Setup > Email Alerts
2. Click New Email Alert
3. Description: Email alert when a Soapbox Lead is marked for review
4. Unique Name: match_review_email_alert
5. Object = Lead
6. Email template = the one you created in Step 1
7. Recipients: Select User, Role, or Email field based on your needs
8. From Email Address = Current User’s email address
9. Save

Step 3: Create a Flow

1. Click the “New Flow” button
2. Choose the Record-Triggered Flow
3. Under “Select Object” choose Lead
4. Trigger the Flow When: A record is created or updated
5. Condition Requirements: All Conditions Are Met (AND)
6. Field = Donation Match Review Needed
7. Operator = Equals
8. Value = True
9. When = Every time a record is updated and meets the condition requirements
10. Optimize the Flow for: Actions and Related Records
11. Add Element: Action
12. Type in and select “Email Alert”
13. Select the Alert you created in Step 2
14. Label: Send Match Review Email Alert
15. Record ID: Triggering Lead > Lead ID
16. Save