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When approval process email notifications stop working in Salesforce , it’s usually due to email deliverability settings, daily email limits, or user configuration issues rather than the approval process itself.
While you can’t directly fix Salesforce email delivery problems, you can build a comprehensive monitoring system and create backup notification workflows that ensure approvals never get stuck in limbo.
Monitor approval processes and create backup notifications using Coefficient
The best approach combines troubleshooting Salesforce’s native email settings with building a robust monitoring system using Coefficient . This gives you real-time visibility into approval queues and alternative notification channels when email delivery fails.
How to make it work
Step 1. Import approval process data for monitoring.
Connect to Salesforce and import data from the ProcessInstance and ProcessInstanceStep objects. Filter for pending approvals and include fields like submission date, approver assignment, and process type. This creates a real-time dashboard of your approval queue.
Step 2. Set up automated approval aging calculations.
Use formula auto-fill to calculate how long each approval has been pending. Create a formula like =TODAY()-B2 (where B2 is the submission date) to track approval age in days. This automatically updates for new approvals and helps identify stuck processes.
Step 3. Configure backup notification alerts.
Set up Coefficient alerts that trigger when new approvals are submitted or when existing approvals exceed your normal completion timeframe. Configure these to send notifications via Slack or email to ensure stakeholders know about pending approvals even when Salesforce emails fail.
Step 4. Create approval tracking dashboards.
Build comprehensive dashboards that show approval submission trends, completion rates, and bottleneck identification. Include conditional formatting to highlight overdue approvals and create summary reports for management visibility.
Step 5. Implement escalation workflows.
Use scheduled snapshots to capture approval queue status at regular intervals. Set up escalation rules that automatically notify backup approvers or managers when approvals remain pending beyond defined thresholds.
Keep your approval processes moving
This monitoring approach ensures you catch approval bottlenecks quickly and maintain workflow efficiency even when Salesforce email delivery encounters issues. Start building your approval monitoring system today.
