Sometimes companies do not want their Sales Reps to receive an .ics calendar file when sending Appointment confirmation emails. The Settings Tab does not allow you to disable the ics file. If you select ANY Email Template to send from the Settings Tab, the .ics file will be automatically attached to the email.
You will need to use a custom Email Alert action and a Flow automation to send an Email Template to the Sales Rep which does not include the .ics calendar file.
You will also want to change the selection for "Send the Sales Rep this Email" to None.
This Article covers how to create a new custom Flow to send the Email Alert without using the Settings Tab Email settings. If the Email Template you'd like to send is already created, follow these steps.
Create the Email Alert Action
Navigate to Setup and in the QuickFind search for Email Alert
Go to the Email Alerts menu
Click New Email Alert
Enter a Description, and choose the Object. In this case we are sending this email from the Appointment object.
Next use the magnifying glass to look for the Email Template. You will fist need to select the appropriate Folder. If using the out-of-the-box improveit 360 Staff Notification email, the template will be located in the Staff Appointment Notifications folder.
Once you've selected the Email Template you'll need to set the designation or Recipient.
In the Recipient Type value change this from User to Email Field.
Next, select the Sales Rep 1 Email field (new screen shot needed) and move it into the Selected Recipients column.
Then Save the Email Alert action.
NOTE: If you do not have an Email field for the Sales Rep you will need to create one on the Appointment object and populate it with an automation. Be sure the Field's Data Type is Email.
Create the Flow to send the Email
Follow along to create a Flow which will update an Email field on the Appointment record. This ensures there is an Email address to send the Appointment notification email to. Then the Flow will send the Email Alert and finally it will log the Email as a Completed Task related to the Appointment record.
The Flow when finished will look like this:
Navigate to Setup
Navigate to Flows using the QuickFind
Click the New Flow button
Create a Record Triggered Flow
The Start criteria for the Flow will be anytime the Sales Rep 1 field is changed, or the Appointment Date or Time is changed, and the Result is Null (blank) meaning we will not send this email when the appointment has been Canceled.
Begin with the Start Node. Trigger the Flow When an Appointment is created or updated.
Next set the Conditions using Custom Condition Logic
The Result is Null AND (Sales Rep 1 is not Null OR Start Date is changed OR Start Time is changed OR Sales Rep 1 is changed)
See the screenshot below for guidance.
Choose only when a record is updated to meet the condition requirements.
Next, you will add an Update Triggering Record element to your Flow
This action will update the Appointment record which initiated the Flow with the Sales Rep 1 Email address from their Staff record.
Note: If your Org does not have a Sales Rep 1 Email Field on the Appointment object, you will need to create one prior to creating this step in the Flow.
When selecting the data source field, be sure to select the field with the Arrow. This allows you to look to the Staff record for Sales Rep 1 and pull email data from the Staff record.
Be sure to select the primary Email field from the Staff record.
Once you have mapped the field value, click Done.
Next you will add an Element to Send an Email Alert.
Here you will choose the Staff Appointment Notification without ics Email Alert action you created earlier.
Click Done when finished.
Next, you'll want to create an automated Task record to track when this email has been sent, and log into the Activity History for the Appointment record.
Add an Element to Create Records
Create One record and
User separate resources, and literal values.
Choose the Task object
Then set the Field values as follows:
Activity Date < Current Date
Owner ID < Appointment record Owner ID
Status < Completed
Subject < "Appointment Notification Sent to Rep"
WhatId < Appointment Record ID
When finished click Done.
Save and Activate your Flow!
After activating your Flow, be sure you have changed the Settings > Email Tab for Sales Rep notifications to None. This ensures you do not send duplicate Staff Notification Emails.