Email from JustOn
The usual way to distribute finalized invoices, dunning reminders or account statements is email. To this end, JustOn Billing & Invoice Management relies on the email service provided by the Salesforce Platform.
For an invoice or statement to be considered in the email distribution, the checkbox
Email Invoice or, respectively,
Email Statement must be selected.
For information about what is contained in the email, like subject, text body, etc., see Email Contents.
This article summarizes important aspects and possible questions that may arise in this context.
Sending emails from JustOn
JustOn stores the email distribution status in the field
Email Status on the invoice or statement. There are the following statuses:
|The default status: the email has not been sent yet.
|The email is put in the queue for being sent by the corresponding job.
Is set either after a user has clicked Send.
|The email has been successfully sent by the email job.
|The email has not been sent because of an error. The error message is written to the field
The email job tries to resend the invoice email on its next run.
Email Auto Send
Your organization's business may require to send invoice or statement emails automatically upon finalization when certain conditions become true.
To support this scenario, you add the checkbox
AutoSend to the Invoice or Statement object. You can then apply custom logic to have this checkbox set selectively on specific records or globally on all produced records using a formula, the ON field mechanism or a Salesforce Flow. Remember that for an invoice or statement to be considered in the email distribution, the checkbox
Email Invoice or, respectively,
Email Statement must be selected.
For the auto send feature to work, the custom setting
Auto Queue Emails After Finalization must not be selected.
- Navigate to the fields list of the Invoice or Statement object.
Create the following new field.
API Name Data Type Description AutoSend Formula (Checkbox)
When selected, JustOn Billing & Invoice Management will automatically send the emails on invoice or statement finalization.
For help about creating fields, see Managing Object Fields.
Unless specifically configured (see Email Auto Send), emails are not sent immediately on invoice or statement finalization. Instead, JustOn queues the emails and sends them at 03:00 every day by default. To this end, it provides the Apex class EmailJobChain, which is set up accordingly as a scheduled job.
Your business may, however, require another email interval. In this case, you change the email job schedule:
Open the Scheduled Jobs page.
Use the following URL
https://login.salesforce.com/apex/ONB2__JobsSetup, or, if you are already logged in, append
apex/ONB2__JobsSetupto your org's domain name.
As of JustOn 2.52, you can access the Scheduled Jobs page via the JustOn configuration app ( > JustOn Configuration > Jobs Setup).
Apex Jobpicklist, select
Job Namefield is automatically set to
Scheduling email job
Start Timepicklist, select the preferred execution time.
- Optionally, edit the displayed cron expression to adjust the execution time.
This sets up the email distribution to be executed at the specified time.
Clicking Run immediately you can execute the batch chain instantly.
Email Sender Address
When sending emails, Salesforce usually puts the current user's email address as the sender address. Your business may, however, require to use a generic or role-based email from address, like, for example,
email@example.com, irrespective of the user who actually sends the messages.
Enabling this scenario comprises two tasks:
- Defining one or more organization-wide email addresses.
- Specifying the organization-wide address in the
Email Senderfield on the template (or the business entity).
To define an organization-wide email address:
Click to enter Setup, then open Organization-Wide Addresses.
In Salesforce Lightning, navigate to Email > Organization-Wide Addresses.
In Salesforce Classic, navigate to Email Administration > Organization-Wide Addresses.
- Specify the display name and the email address in the corresponding fields.
Specify whether to use this address for all or selected profiles.
Select the profiles as necessary.
This associates the organization-wide email address to the selected user profiles, making it available for each user in the profile as the sender address. Note that the users will share the same display name and email address.
To specify the organization-wide address on the invoice template:
- Open the template to be edited.
- In the Email Text section, click
next to the
Email Senderfield and specify the organization-wide email address.
This puts the specified address as the email from address for all invoice emails that are based on the current template.
You can also define an organization-wide email address in the
Email Sender field of the business entity. Be aware, however, that the address set on the template takes precedence over the address set on the business entity.
To help tracking the invoice distribution, JustOn creates a history task for sent invoice emails. The task is assigned to the contact set in
Email Contact on the invoice (see Address Data Flow). The generated task records are displayed in the Activities list on the related invoice.
Due to security-related modifications introduced with JustOn 2.74, you must explicitly allow Read and Edit access to the
Type field of the Task object, as described in Enabling Access for New Users.
Displaying tasks on invoices
Note that record types for Task records are always project specific. Therefore, JustOn cannot programmatically support your record types. For details about working with record types, see Tailor Business Processes to Different Users in the Salesforce Help.
For details, see Controlling Email Tracking Options.
On the Salesforce platform, you can send mass email (using the API or Apex) to a maximum of 5000 external email addresses per day per org. Under certain conditions, Salesforce Support may temporarily raise your org's mass email limit. For details, see Mass Email Limitations in the Salesforce Help.
Depending on your business, your org may permanently need to send more emails per day. To support this, JustOn can integrate with the Amazon Simple Email Service (SES) to send out invoices, dunning reminders and account statements.
The Amazon SES integration is an enterprise extension feature and subject to additional charges. For details, contact our service team.
For details about enabling the Amazon SES integration, see Enabling Amazon Simple Email Service.
Email Security Compliance
Salesforce uses the Sender Policy Framework (SPF), an email authentication method designed to detect forged sender addresses, aiming at reducing spam and fraud. Email providers use SPF to verify the authenticity of email senders based on the sender address of the email envelope (which is different from the email header's
From: address displayed to users).
Enabling email security compliance sets the envelope sender address to
bnc.salesforce.com. This is an authorized domain, so emails sent from Salesforce will pass SPF checks. The header
From: address remains set to the configured sender's email address. For details, see Sender Policy Framework (SPF) in the Salesforce Help.
Some recipients may use the (less common) Sender ID email authentication protocol. As an option, Salesforce can, additionally, enable Sender ID compliance. Doing so sets the envelope sender address to
firstname.lastname@example.org. Consequently, a number of email clients append a phrase like
Sent on behalf of to the header's
From: field if the sending domain (in the envelope) differs from the domain of the configured sender's email address. Users then may see, for example
email@example.com on behalf of .... For detals on removing
Sent on behalf of from outgoing email, see How to remove
firstname.lastname@example.org from sender address?.
Emails sent from Salesforce may be considered non-personal bulk email, and therefore get caught in spam filters. To prevent this from happening, you can use Salesforce's email relay functionality, which routes outgoing emails through your company's mail server using your real email address.