Transactional emails

6 minute read
  • Send one off emails based on changes to Salesforce records.

  • Build customer journeys based on the Salesforce process builder.

Our transactional email solution allows you to send individual emails through Campaign Monitor when a Salesforce record is updated. This allows you to take advantage of the Campaign Monitor templates right from within Salesforce. Emails can be triggered via the Salesforce process builder or flows..

An example of a transactional email would be to send a survey when a Salesforce case is closed.

There are 3 steps in this process, explained in full detail below:

  1. Create a smart email template in Campaign Monitor.

  2. Map your smart email to Salesforce.

  3. Use process builder or flows to trigger the email.

To use transactional emails you must be on a monthly billing plan with Campaign Monitor. You will also need to set up email authentication for your Campaign Monitor account. Triggering smart transactional emails requires knowledge of Salesforce process builder or flows.


Smart email templates are where you design how your email looks, add content and set up variables to be populated with Salesforce data.  The templates are set up in Campaign Monitor to learn more Click here. Should you have a question on how to create a smart email template please contact Campaign Monitor directly.

Campaign Monitor templates can be both HTML and text based. If you are changing variables on the HTML template you might also need to manually update the text version to ensure they are aligned.

2. Mappings

After you have set up a smart email template in Campaign Monitor you are ready to map the variables and define recipients. The screen is split up into 3 parts, the first part -mapping details will appear immediately. The other two parts will appear when the mapping details are complete. Below is quick overview video followed by detailed steps.


If you have connected more than one Campaign Monitor client then you will see a dropdown box on the top right of the screen to move between accounts.

  1. In Salesforce, click the App Menu at the top right, then select Campaign Monitor.

  2. Click the Smart Emails tab.

  3. Select the template you want to work with via the tree menu on the left.

  4. Once selected the template will load in the centre of the screen, to map fields click the New Template Mapping button.

  5. Enter a mapping name.

  6. Select a Root Salesforce Object, this is the object that has the values you want to map to Campaign Monitor.

  7. Optionally, you can add a Description to make it easier for people to understand what these mappings do.

  8. There is a pick list to choose if you want to create a Salesforce task or an email message.

    The create tasks option is only available where the Root Object has Salesforce Activities enabled.

    When a transactional email is triggered the email message is created when the primary sync runs which is typically every hour.

  9. Click Save, once saved two other sections will appear allowing you to Map variables and assign Email recipients.


You can add one or more recipients with different roles i.e. to, cc, bcc by repeating this process.

  1. Click Add email recipient.

  2. Choose to, cc or bcc.

  3. Select if the type should be reference or text.

  4. Reference will ask you to select a Salesforce field.

  5. Text will allow you to manually select an email address.

  6. Click Ok.


Mappings will appear in a list based on what is contained in your Campaign Monitor email template (step 1). Repeat the process to map all the fields you want to pass to Campaign Monitor.

  1. Select a field you want to map by clicking on the Dropdown button to the right of the email variable name.

  2. Click Edit mapping.

  3. You will start on your root object select a the field you wish to map to.

  4. If you choose a related object which appears as field, you will be prompted to choose a filter. As a related object can contain one or more record it is necessary to choose a filter to isolate one value to pass to Campaign Monitor.

    For example if your root object is Account and you want to pull a value from a related Contact you would choose Contact and then apply a filter for example primary equals True.

When choosing a field to map for certain data types, like dates you will have the option to apply a format for example DD-MM-YY


We strongly recommend testing, you can do that easily via our mappings screen. Simply click the Run Test button which is located at the top right of the screen. Then enter a Salesforce Id from a test record (ensuring it matches the root object you are working with).

3. Trigger

There are a fews to trigger transactional emails. The most popular way to trigger an email is using Salesfor You will need the Smart email mapping ID as shown above, for ease click on the clipboard icon to copy. We also provide a global action that can be used within the chatter feed to send out a smart email.

Process Builder


Global Action

When our invokable action is fired it is important that the user that triggered the action has one of our permission sets. This applies equally to automated users like the guest site user.

Tracking History

Smart Emails use a different set of Campaign Monitor APIs and do not work the same as campaigns or journeys. To learn more please click here.

Next Steps

Below are two articles that are recommended reading and the best next steps.


How can I delete a smart email mapping?

Working with high volumes and scheduled flows

Why are my journey email tracking statistics not being synced?

How do I troubleshoot a transactional email not being sent?

How do I apply a date format?

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