Welcome Email for New Internal Users – Spring’25 Release

Why First Impressions Matter?

When a new user joins your organization, their onboarding experience sets the tone for their journey. A well-crafted welcome email can make all the difference, providing a warm introduction to your organization while ensuring they have all the information they need to get started. Salesforce allows you to customize this experience, enabling you to add your unique branding and tone.

Steps to Welcome Email for New Internal Users

1. Access Session Settings

a. Navigate to Setup in Salesforce by clicking on the gear icon in the top-right corner of your Salesforce interface.
b. In the Quick Find box, type Session Settings and click on the corresponding result.
c. Scroll down to find the Welcome Email Template section.

Welcome Email for New Internal Users

2. Design Your Email Template

  1. Go to Setup and type Email Templates in the Quick Find box.
  2. Select Classic Email Templates or Lightning Email Templates, depending on your preferred interface.
Welcome Email for New Internal Users - Spring'25 Release

3. Click New Template and choose the type of template you want to create (e.g., HTML, Text, or Custom).

Welcome Email for New Internal Users - Spring'25 Release
Welcome Email for New Internal Users - Spring'25 Release

4. Add a subject line, such as “Welcome to [Your Organization’s Name]!”.

Welcome Email for New Internal Users - Spring'25 Release


5. Use the rich text editor to format your email with your organization’s branding, including logos, colors, and fonts. For example:

<p style="font-family: Arial, sans-serif; font-size: 16px; color: #333;">
  Welcome to <strong>[Your Organization's Name]</strong>! We’re thrilled to have you on board.
</p>
Welcome Email for New Internal Users - Spring'25 Release
Welcome Email for New Internal Users - Spring'25 Release

Set the Right Tone

  1. Decide on a tone that reflects your company culture. For example:
    1. Formal: “Dear [User Name], Welcome to [Company Name]. We look forward to your contributions.”
    2. Friendly: “Hi [User Name], Welcome aboard! We’re so excited to have you join our team.”
    3. Playful: “Hey [User Name]! You’re officially part of the coolest team around. Let’s make magic together!”
  2. Test Your Template
    After saving your template, go back to Session Settings and select it as your Welcome EmailTemplate.
Welcome Email for New Internal Users - Spring'25 Release

3. Send a test email to yourself or a colleague by creating a test user in Salesforce. Verify that:

  1. The branding appears correctly.
  2. The merge field populates with the correct verification link.
Welcome Email for New Internal Users - Spring'25 Release

The email renders well on both desktop and mobile devices.

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Author

  • Satyam parasa

    Satyam Parasa is a Salesforce and Mobile application developer. Passionate about learning new technologies, he is the founder of Flutterant.com, where he shares his knowledge and insights.

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