User Guide
What this tool does
This tool sends the renewal emails to the faculty connected to a database. You open it from the contract (or quote), choose which email to send, preview it, pick the recipients, and finish -- which sends the emails.
From a contract or quote the choices are the Opt In and Opt Out renewal emails, which include each faculty member's funding amount and go to the faculty funders. (Launched from a database record instead, the option is the Common Good email, which can go to all approved faculty.)
Golden rule
Always click "Display Email" to preview the message before sending, and click it again if you switch to a different email. There is no separate "Send" button -- the emails go out when you finish after selecting recipients, so double-check who is selected before you finish.
Screen 1 - Which Email
- Which email do you want to send? Pick the email (Opt In or Opt Out) using the radio buttons.
- Email From Address: Choose the sender address from the dropdown. Note: it must be an approved business.cornell.edu address.
- Email Signature: Shown for reference. It comes from your own Salesforce user record -- to change it, update the Email Signature on your user record, not on this screen.
- Display Email: Click this button to preview the email body below. Re-click it if you change the email selection.
Screen 2 - Select Recipients
The screen says: "Review the recipients listed below. Select the rows you want to receive the renewal notice, and leave unselected anyone you do not want to email."
- For Opt In / Opt Out emails (from a contract or quote) you'll see the Faculty Funders table -- the funders drawn from the contract's Fund Source Uses, because each email includes that person's funding amount. Select up to 40; each recipient gets their own email. The table stops accepting selections once you reach 40.
- For the Common Good email (from a database) you'll see the Current Faculty Users table listing every approved faculty member. Select up to 150 per run. If you select more than 150, the flow clears your selection and asks you to choose 150 or fewer and continue again; run it again for any extras.
Screen 3 - Finishing
When you finish, the emails are sent and you'll see the Success screen: "Your changes have been saved. Click 'Finish' or close this screen to return to Salesforce." It may also list any recipients that were skipped.
If instead you see the No Action screen ("No emails were sent and no changes were made"), it usually means there were no matching users to email, no rows were selected, or the tool was opened from a record type it doesn't support. Click Finish and, if you expected recipients, contact your RDLA administrator.
What gets updated when you finish
Sending the emails also updates records in Salesforce, so there is a history of who was emailed and when. Tasks are created as Completed, with Type Email, dated today.
| Email | Records updated | Tasks created |
|---|
| Common Good (from a database) | Each emailed faculty member's Faculty Resource Connection: Renewal Email Sent Date is set to today. | One task on each emailed faculty member's Faculty Resource Connection, related to that faculty member.
One summary task on the database: "Database renewal email was sent to N faculty users." |
| Opt In / Opt Out (from a contract) | The contract: Funder Email Sent Date is set to today.
Each emailed funder's Faculty Resource Connection on the database: Renewal Email Sent Date is set to today. | One task on each emailed funder's Fund Source Use, related to that funder.
One summary task on the contract. |
| Opt In / Opt Out (from a quote) | The quote: Funder Email Sent Date is set to today. No Faculty Resource Connections are updated. | One task on each emailed funder's Fund Source Use, related to that funder.
One summary task on the quote. |
Recipients skipped because of the per-run limit (40 funders or 150 faculty) are not emailed, and get no task or date.
Tip
Send a small test to yourself first if you are unsure. Always click “Display Email” to preview the exact message and recipients before you finish — nothing is sent until you complete the final screen, so closing early is safe.
Walkthrough