Testing a workflow rule that is setting off an email alert can be a bit crazy making. If you run your test, and no email alert goes out, you don’t know if it’s because your workflow rule isn’t working, the email hasn’t made it through the interwebs yet, or is hiding in the recipient’s spam folder. And hey – who wants to perform testing with an audience? So that poor recipient of yours has to keep letting you know if they did or did not get the email. And did they check their spam folder? And do they normally get system automated emails from Salesforce alright? Have they had problems getting emails today? How about hit refresh on their email. How bout now? Now? So how does an admin test email alerts?

Seriously, who has patience for that?

Ok, so let’s pretend it’s not the email getting lost somewhere out in the email ether. Maybe it was your rule. Perhaps, let’s just assume for a moment here, that your rule wasn’t written perfectly the first time. Maybe there is some small flaw in the formula or the filter criteria you set up. I know, I know – never happens right?

Here’s where I like to deploy a quick little trick I learned a while back that has saved me many instances of banging my head on my keyboard. When setting up my workflow actions that follows a workflow rule firing off, I not only set up my Email Alert but I also set up a Task:

 

 

 

 

 

 

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“A Task she says??”. Yes, a task – bear with me for a moment as I elaborate.

By setting a Task to fire off when a workflow rule is triggered we now have something a bit more tangible to locate when we test the workflow rule. So, if you back up to that part where we test our workflow rule and there is no email to speak of – scroll down to the Activity History Related List of your record and you should see a copy of your Task IF your workflow rule is working. Ah ha! We now have PROOF one way or the other. If there is NO task logged under there we know that the workflow rule is not working and we can troubleshoot our not-so-perfect rule we set up. If there IS a task logged, then we now know it’s an email related issue…and now have some other annoying thing to troubleshoot. But at least you, as an admin, can say without a doubt that your rule is working – and can tell your user (who’s not getting their emails) to go fix their spam filters.

Here’s a quick shot of how I usually set up my Task Detail:

I like to assign the Task to the record owner (in this example it’s on the Opportunity Object, so it’s the Opp Owner). I always start the Subject of my Task with “Email Sent:  <name of email alert> ” – keeps it easier to find if a record’s Activity History is rather lengthy. Status is set to “Completed” (don’t want it to be left open).

Pretty simple to set up while you’re already setting up your Email Alert, and it cuts WAY down on banging your head on office equipment. Which will make your IT department happy. So you can save your favors for other things like fixing your company’s Outlook Exchange Server settings from filtering out all of Salesforce’s automated emails.