Transactional emails

  • 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.

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. Build a Salesforce process builder flow 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.


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 tranasctional 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


If you are looking to build a process builder flow it is a good idea to test it first 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 two ways to trigger a transactional email. The first, and most common is to use the Salesforce Process builder to trigger the emails. The second is to set up a global action.

If you plan to use Salesforce process builder you will need the Smart email mapping ID see the animation below.

Process builder

To automatically send smart transactional emails using Salesforce process builder, you need the smart email mapping ID. This is to tell the system which email to send.
To get the ID:

  1. Click Setup near the top right of your Salesforce account.

  2. On the left in the quick find search box type process builder.

  3. Below workflow & approvals, click Process builder.

  4. On the my processes page, click New.

  5. Enter a name and an API name for the new process, then click Save.

  6. Build out the process

  7. Click Add action to open the select and define action.

    1. From the action type dropdown menu, select Apex.
    2. Give the action a name.
    3. From the apex class dropdown menu, select Transactional email.
  8. In the set apex variables table, edit the record ID as follows:

    1. From the type menu select Field reference.
    2. In the value field, navigate to the record ID (for example, the contact ID if you're working with the contact object).
  9. In the set apex variables table, edit the smart email mapping ID as follows:

    1. From the Type menu select ID.
    2. In the value field, paste the smart email mapping ID you copied earlier.
  10. Click Save.

  11. Click Activate, then Confirm to turn the process on.

Global action

  1. Click Setup near the top right of your Salesforce account.

  2. On the left in the quick find search box type global actions.

  3. Click New action;

    1. Action type - Custom visual force page.
    2. Visualforce page - SmartEmailAction.
    3. Height - 110px.
    4. Standard label type - none.
    5. Label -  Send smart email.
    6. Name - Send_smart_email.
  4. Edit the Page layout where you would like the action to appear

  5. Select Quick Actions, and drop the Send smart email onto the Quick Actions publisher bar.

Once the action is in place it should appear in a records feed. If not check the object page layout to see if the global actions have been overridden.


Since Spring 21, Salesforce security has been tightened. When process builder triggers our invokable actions it is import that they have one of our permission sets assigned. You might also need to look at standard Salesforce sharing rules which control what records a user can access. This is particularly important if the process builder is trigger using a Salesforce Guest Site User. We have specific permission set that can be assigned to this user. You will also need to ensure the Guest Site User has access to the records that the transactional email touches.

Email Tracking Stats in Salesforce

There is currently no bulk API to pull back Campaign Monitor email tracking statistics into Salesforce. E.g. Open, Clicks etc. Similar to campaign based Email Tracking Statistics. However, you can create Salesforce task which provides similar information.

If you have chosen to create Salesforce tasks when a transactional email is triggered, and you are using Salesforce Lightning, you can add a component to visualise interactions. To do this simply edit the task page layout and add on the transactional emails (task) component.

The transactional email componet works by looking at the whatID or the whoID.

The email tracking component will only work if the create tasks option is enabled on the Smart Email Mapping template as shown above.

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