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Getting separate email alerts for every asset with the same renewal date creates unnecessary noise and makes it harder to prioritize renewal activities. You need grouped notifications that consolidate related assets into single, actionable alerts.
This guide shows you how to automatically group assets by renewal date and send consolidated notifications that reduce alert fatigue while improving renewal visibility.
Consolidate renewal notifications by grouping assets using Coefficient
Coefficient solves this by importing your Salesforce asset data and applying grouping logic that Salesforce workflows can’t handle natively. Instead of individual record-based triggers, you get intelligent grouping that sends one alert per renewal date.
How to make it work
Step 1. Import assets with key grouping fields.
Connect to your Salesforce Assets object and pull Account Name, Contract Number, Renewal Date, Asset Value, and Asset Type. This gives you the data needed to create meaningful renewal groups.
Step 2. Create unique group identifiers.
Add a helper column using `=CONCATENATE(A2,”-“,C2)` to combine Account and Renewal Date into unique group IDs. Then use `=SUMIFS(D:D,E:E,E2)` to calculate total contract value per renewal date group.
Step 3. Set up automated pivot table grouping.
Create a pivot table that automatically groups assets by Account and Renewal Date, showing asset count and value totals. Configure this to refresh hourly or daily to capture new assets added to existing renewal groups.
Step 4. Configure group-based email alerts.
Use `=IF(COUNTIFS($E:$E,E2,$A:$A,A2)=1,TRUE,FALSE)` to flag only the first asset in each renewal group. Set Coefficient’s email alerts to trigger only for these “group master” records, including summary data like total assets, combined value, and renewal timeframes.
Transform your renewal alert system
This grouping approach provides comprehensive renewal visibility in single, actionable emails per contract renewal date. Ready to eliminate alert fatigue and improve renewal management? Try Coefficient today.
