Using flow templates to send email

Owned by Luuk Koetsier (Unlicensed)
Last updated: Feb 01, 2024 by Maarten Lapere
5 min read

GoMeddo comes with flow templates that trigger email sending actions, ics files and QR codes, that you can clone and adjust to your specific needs. This article explains the purpose of each flow template.

When working on a Sandbox, make sure to set Access level to All email under Setup > Deliverability. Not doing this will result in an error when GoMeddo tries to send the email.

Send QR Email To Reservation Contact

This flow uses the GoMeddo Send Email action which attaches an ICS file, so the reservation can be easily added to the recipient’s calendar. Send Email with ICS Attachment

This flow template is inactive by default. To activate it, first open it and then select Save As. This clones the template, after which you can activate your clone.

When using our Check-in and Check-out functionality it makes sense to send these QR by email to allow ease of use checking in or out. This template gives an example of how to do that.

 

 

This flow template is designed to trigger whenever a reservation is created. It then sends the email with an ICS file attached and the QR code, so the recipient can easily add the reservation to their calendar.

  • It triggers on Reservation Contacts.

  • It only triggers when records are created, not when they are updated.

  • The email contains a QR code for checking in.

If you want to change which field on the reservation contact contains the recipient (B25__Contact__c by default), you will need to update the flow in these places:

  • The entry condition which checks if that field is not empty (in the start element of the flow).

  • The ‘yes’ outcome that checks if the recipient’s email address is not empty.

  • The Recipient Field in the ‘send email’ Apex action.

Send New or Updated Reservation Confirmation

This flow template is designed to trigger whenever a reservation is created or updated. It will first check if it has to send an email for either a new or an updated reservation. It then sends the email with an ICS file attached, so the recipient can easily add the reservation to their calendar.

A ‘new reservation’ email will be sent out not only when a new reservation is created, but also when the recipient has changed (B25__Contact__c by default). In that case the new contact will receive a ‘new reservation’ email.

An ‘updated reservation’ email will be sent out only if something relevant has changed on the reservation, such as the start or end time, or the resource in which the reservation takes place.

By default, this flow will send out the email template named Reservation Details for new reservations, and Reservation Updated for changed reservations. If you want to change the text of the emails being sent, you can simply edit the contents of these email templates. If you want to use different email templates, you can edit the two ‘set template for new/updated reservation’ assignments:

If you want to change which field on the reservation contains the recipient (B25__Contact__c by default), you will need to update the flow in these places:

  • The entry condition which checks if that field is empty (in the start element of the flow)

  • The ‘data missing’ outcome that checks if the recipient’s email address is empty

  • The ‘new reservation’ outcome that checks if the recipient has changed

  • The Recipient Field in the ‘send email’ Apex action

Send Cancel Email

This flow template sends out the GoMeddo email template named Reservation Canceled, when a reservation gets deleted. It sends the email to the contact linked to the reservation in the field B25__Contact__c.

If you to change the text of the email being sent, you can simply edit the contents of the email template. If you want to send to a different recipient, or if you want to send a different email template, you can edit the Email Alert named Send Cancel Email.

Keep in mind that if you change the recipient of the email, it is advisable to modify the entry conditions of the flow to check that the recipient field is not empty. The unmodified version of the flow does this for the B25__Contact__c field:

 

 

Use Organization-Wide email addresses

To use the organization-wide email address as the "send from" parameter in your email templates instead of the user that is executing the flow, follow these steps:

  1. Go to your flow.

  2. Open the "Send Email" element.

  3. Expand the “Sender” section.

  4. Search for the org wide email address you want to use.