How to create single renewal reminder for multiple Salesforce assets with same renewal date

using Coefficient excel Add-in (500k+ users)

Learn how to consolidate multiple Salesforce asset renewal reminders into single notifications when assets share the same renewal date using spreadsheet automation.

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Multiple assets with the same renewal date shouldn’t flood your inbox with separate reminders. You need one consolidated notification that captures all relevant renewal information without the email fatigue.

Here’s how to set up intelligent deduplication that sends a single, comprehensive renewal reminder for grouped assets.

Consolidate asset renewal reminders using Coefficient

Coefficient solves this by importing your Salesforce asset data into spreadsheets where you can apply deduplication logic before sending notifications. Unlike Salesforce workflow rules that trigger separately for each asset, this approach groups assets by renewal date and sends one strategic reminder per group.

How to make it work

Step 1. Import your Salesforce asset data.

Connect to your Salesforce Assets object and pull in Asset Name, Account Name, Contract Number, Renewal Date, and Asset Value. Apply filters to focus on assets with upcoming renewal dates, like renewals within the next 90 days.

Step 2. Create deduplication logic with spreadsheet functions.

Add a helper column using `=UNIQUE(A:A&B:B)` to identify distinct combinations of Account and Renewal Date. Then use `=MINIFS()` to select one representative asset per renewal date group and flag it as the “Master Asset” in a new column.

Step 3. Set up automated email alerts for master assets only.

Configure Coefficient’s email alerts to trigger on “New rows added” when new master assets appear in your filtered data. Customize the email message to include the account name, renewal date, total number of assets renewing, and combined contract value using dynamic variables.

Step 4. Include comprehensive renewal details in each notification.

Use `=SUMIFS()` and `=COUNTIFS()` functions to calculate total contract values and asset counts per renewal group. Include this summary data in your email template so recipients get complete renewal context in a single message.

Stop renewal notification overload today

This approach reduces renewal email volume by up to 80% while ensuring no critical dates get missed. Ready to streamline your renewal process? Get started with Coefficient today.

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