Customizing Saved Search Email Content

You can customize much of the text for scheduled and alert email messages. Some customizations are available only for emails containing results from one record, referred to as single-record results, meaning all alerts, and scheduled emails to recipients derived from the Recipients from Results subtab when the Summarize Scheduled Emails option is disabled. An option to choose whether to include search results as embedded content, as an attached .csv file, or as an attached .xls file applies to scheduled email with full or summarized results.

To customize text, click the Customize Message subtab of a saved search Email subtab:

In the From field, enter an optional sending email address.
- Your entry in this field must use the following format: “name” <email address>. For details, see Required Format for Saved Search Email Sender.
- For single-record results only, you can include values from search results fields by entering field IDs enclosed in curly braces {fieldID}.
- If the From field is blank, email messages are sent from the email address defined in the search owner’s employee record. For details, see Adding an Employee.
- If the From field is blank, and no email address is set in the search owner’s employee record, email messages are sent from the email address defined in the Return Email Address field at Setup > Company > Company Information. For details, see Configuring Company Information.
In the Subject field, enter optional custom text. For single-record results only, you can include values from search results fields by entering field IDs enclosed in curly braces {fieldID}.
In the Introduction field, enter optional custom text to appear before search results.
For single-record results only, enter custom message body text in the Single-Record Results field.
- You can include values from search results fields in this text by entering field IDs enclosed in curly braces {fieldID}. Select a field in the Insert Field dropdown list to insert its field ID.
- Use the syntax <%=formula%> to add formulas to the text. Formulas can include {fieldID} references.
- You can define email body text as an entire HTML page (by enclosing it with HTML tags), to send email content exactly as specified, with no additional styles, View Record link, or introduction.
- You cannot enter more than 4000 characters as custom message body text.

Note:

You can include multiple matching rows in a saved search alert email by using a {results} parameter in the text for the Single-Record Results field. See Enabling Multi-Row Results for Email Alerts.

Select an option button to indicate whether search results should be: embedded in the email message, attached as a CSV file, attached as an XLS file, or attached as a PDF file.

(This option is unavailable to single-record results.)
If you do not want to include a separate record link for each results row, disable the Include View Record Link option. When this option is disabled, one link appears at the bottom.

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