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Create Predefined Field Values for Email Recipients in the Send Email Action

By default, we prepopulate the To: field with a contact or lead email address when you open the email action from the contact or lead record home pages. Extend this behavior to other objects and also predefine the To:, Cc:, or Bcc: fields.

Required Editions

Available in: Essentials, Enterprise, Performance, Unlimited, and Developer Editions
User Permissions Needed
To create and modify the Email quick action: Customize Application
To edit a page layout: Customize Application

The admin must specify the To recipient, Cc recipient, or Bcc recipient to associate the email with the Salesforce record. The recipient must be a lead, contact, or person account. The predefined fields must be lookup fields.

  1. Click Setup. In the Quick Find field, enter Global Actions, then click Global Actions.
  2. Open the Send Email action you want to modify.
  3. In the Predefined Field Values section, click New.
  4. For Field Name, select one of the following fields:
    • To Recipients
    • CC Recipients
    • BCC Recipients
  5. Use the formula editor to associate your selected field with a Salesforce record using the JUNCTIONIDLIST function.
    Note
    Note For values with only one ID, you don’t have to use the JUNCTIONIDLIST function.

    For example:

    • To associate the To Recipients field with the account’s primary contact record, enter:

      JUNCTIONIDLIST(Account__c.Contact__c) OR Account__c.Contact__c

    • To associate the BCC Recipients field with the account’s owner and the owner’s manager, enter:

      JUNCTIONIDLIST(Account.ContactId, Account.Owner:User.ManagerId)

  6. Click Save.
Example
Example

Let’s review an example for defaulting the contact, lead, or person account into the Email Action. You have a custom object called Application with a lookup field to the contact. The API name for Application is Application__c and the API name for the contact field is Contact__c. Since we're getting data from the related record (the contact id), we need an entity-specific email action for Application.

  1. In Setup, go to the Object Manager tab and click the name of your custom object, Application.
  2. Choose Buttons, Links, and Actions and click the New Action button.
  3. Choose the Send Email action type, complete the other fields, and click Save.
  4. Choose Buttons, Links, and Actions and click the name of the action you created.
  5. Add a predefined field for To Recipient, with the formula value Application__c.Contact__c, and click Save.
  6. Add the new email action to the page layout.