Sending Automated Emails to All Related Contact Roles When an Opportunity is Won

For users who would like for all of the Contact Roles to be automatically emailed after a related Opportunity is Closed Won, this can be accomplished by creating a Record-Triggered Flow. If users forget to add a Contact Role, this Flow will not send any emails and still allow the Opportunity to be closed.

Pre-Work: Create Classic Email Template

1. Click the gear icon on the top right corner of the Salesforce screen
2. Select Setup
3. In the Quick Find box, search for Classic Email Templates and open it
4. Click New Template
5. For this example, select the Custom option
6. Click Next
7. Check the box for Available For User
8. Provide it with an Email Template Name like Closed Won Opportunity as an example
9. Click Next
10. Paste these merge fields into the Subject field as an example
    • {!Opportunity.Name} {!Opportunity.StageName}
11. Paste these merge fields into the HTML Body field as an example
    • Opportunity Name:{!Opportunity.Name}
      Stage: {!Opportunity.StageName}
      Close Date: {!Opportunity.CloseDate}
      Amount: {!Opportunity.Amount}
      Link: {!Opportunity.Link}
12. Click Next
13. Click Copy text from HTML version
14. Click Save

Pre-Work: Create Email Alert

1. In the Quick Find box in Setup, search for Email Alert and open it
2. Click New Email Alert
3. Provide it with a Description like Email Alert for Closed Won Opportunity Flow as an example
4. Select Opportunity as the Object
5. Select Closed Won Opportunity as the Email Template
6. Select Related Contact as the Recipient Type
7. Move Related Contact: Contact from the Available Recipients column to the Selected Recipients column
8. Click Save

Create a New Flow

1. In the Quick Find box in Setup, search for Flows and open it
2. Click New Flow 
3. Select Record-Triggered Flow and click Next
4. Click Auto-Layout

Tell the Flow When to Start

1. Click Start so a box appears
2. Click Edit to the right of Trigger
3. Select to Trigger the Flow when A record is created or updated
4. Select to Run the Flow After the record is Saved
5. Click Done
6. Click +Choose Object
7. Select Opportunity as the Object
8. Set the Condition Requirements to All Conditions Are Met (AND)
   • Set the Field to StageName
   • Set Operator to Equals
   • Set Value to Closed Won
9. Set When to Run the Flow for Updated Records to Only when a record is updated to meet the condition requirements
10. Click Done

Get the Contact Role ID Information From the Opportunity

1. Click the + icon between Start and End
2. Select Get Record
3. Provide a Label like curOpportunityContactRole as an example
4. Select Opportunity Contact Role as the Object
5. Set the Condition Requirements to All Conditions Are Met (AND)
   • Set the Field to OpportunityId
   • Set Operator to Equals
   • Set Value to $Record Opportunity.ID
6. Set the Sort Order to Not Sorted
7. For How Many Records to Store, select All records
8. For How to Store Record Data, select Choose fields and assign variables (advanced)
9. Click in the Field in the Select Variables to Store Opportunity Contact Role Fields section
10. Click + New Resource
    • Set Resource Type as Variable
    • Provide it with an API Name like colContactRole as an example
    • Set the Data Type as Record
    • Set the Object as Opportunity Contact Role
    • Click the checkboxes for Available for Input, Available for Output and Allow multiple values (collection)
    • Click Done. 
11. In the Select Opportunity Contact Role Fields to Store in Variable, the first Field is set to ID automatically
12. Set the second Field to Contact Id
13. Click Done

Add a Decision to Determine the Flows Actions

1. Click the + icon under curOpportunityContactRole
2. Select Decision
3. Provide it with a Label like Contact Roles? as an example
4. In the New Outcome section, provide it with a Label like Yes as an example
5. Set the Condition Requirements to Execute Outcome to All Conditions Are Met (AND)
   1. Set the Resource field to the colContactRole variable you just created
   2. Set the Operator to Is Null
   3. Set the Value to $GlobalConstant.False
6. For When to Execute Outcome, select If the condition requirements are met
7. Click Default Outcome
8. Provide it with a Label like No as an example
9. Click Done

End Flow if No Contact Role(s) Found

1. Click the + icon below No
2. Select End

Create a Loop Element to Get All Related Contacts if Contact Role(s) Found

1. Click the + icon below Yes
2. Select Loop
3. Provide it with a Label like loopContactRoles as an example
4. Select colContactRole as the Collection Variable
5. Select First item to last item as the Direction
6. Click Done

Create Get Records Element Within Loop

1. Click the + icon below For Each
2. Select Get Records
3. Provide it with a Label like getContact as an example
4. Select Contact as the Object
5. For the Condition Requirements, select All Conditions Are Met (AND)
   1. Set Field to Contact Id
   2. Set Operator to Equals
   3. Set Value to Current item from Loop>Contact Id>Contact Id
6. Select Not Sorted as the Sort Order
7. Select Only the first record for How Many Records to Store
8. Select Choose fields and assign variables (advanced) for How to Store Record Data
9. in the Select Variables to Store Contact Fields section
   1. Set Field to Email
   2. Click in the Variable field and click +New Resource
   3. Select Variable as the Resource Type
   4. Provide an API Name like varEmail as an example
   5. Select Text as Data Type
   6. Check the checkboxes for Available for input and Available for output
   7. Click Done
10. Click Done

Tell the Flow to Send Email to The Contact in The Loop

1. Click the + icon below getContact
2. Select Action
3. Search for then select Closed Won Opportunity in the Action search bar
4. Provide a Label like Send Email as an example
5. Select Record Opportunity>Opportunity Id
6. Click Done
7. Click Save
8. Provide it with a Flow Label like Email All Contact Roles When Opportunity Closed Won
9. Click Activate

Resource: Knowledge Article Number 000390005