How to set a default BCC email address?
Your business may require to send copies of the invoice email to specific recipients – your sales department or the accounting division, for example. To this end, you pre-populate the Email BCC
field of invoices.
There are, basically, two ways to do so:
- Setting an
ON_EmailBCC
field on the invoice source record, or - Using a dedicated workflow rule.
Using ON Field
The ON field mechanism is the "JustOn way" for setting certain fields. To pre-populate the invoice Email BCC
field, you add the custom field ON_EmailBCC
to the source record for the invoice – if you create invoices from subscriptions, to the subscription, and in case of the generic invoice run, to the relevant source object.
- Navigate to the fields list of the relevant object.
-
Create the following new field.
Field Label API Name Data Type Email BCC ON_EmailBCC Formula (Text) For help about creating fields, see Managing Object Fields.
Depending on your requirements, you can use a formula that directly specifies one or more addresses or one that chooses an address based on specific criteria. Once set, JustOn copies the value to the invoice
Email BCC
field upon invoice creation via invoice run.
Using Workflow Rule
Alternatively, you can use a dedicated Salesforce workflow rule to have the invoice Email BCC
field set on invoice creation.
-
Click to enter Setup, then open Workflow Rules.
In Salesforce Lightning, navigate to Process Automation > Workflow Rules.
In Salesforce Classic, navigate to Create > Workflow & Approvals > Workflow Rules.
-
Create the following workflow rule.
Option Value Object Invoice Evaluation Criteria Evaluate the rule when a record is: created Rule Criteria Run this rule if the criteria are met Invoice: Email BCC
EQUALS
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Immediate Workflow Actions Field Update Field to Update Invoice: Email BCC Specify New Field Value Use a formula to set the new value Formula Value comma-separated list of email addresses, enclosed in double quotes
"name@company.com, dept@company.com"
-
When done, click Activate.
This makes Salesforce trigger the workflow rule when the criteria are met. That is, Salesforce will set the invoice
Email BCC
field when an invoice record is created – irrespective of whether via invoice run or manually.For details, see Create a Workflow Rule and Field Update Actions in the Salesforce Help.