Re-triggering Recommendation Emails
If recommendation emails failed to send due to the missing verified Org Wide Email Address, there are two methods available to re-trigger those requests:
- Student Re-submission via the Application Portal
- Admin Re-trigger via Data Loader
Before You Begin
Follow these steps to prepare for re-triggering the automatic emails:
Verify that you have a Verified Org Wide Email Address
In Salesforce Setup, navigate to:
- Setup > Email > Organization-Wide Addresses
- Confirm that the email address you plan to use is listed and marked as Verified.
Review email content
If you are currently sending recommendation requests “as” the student, your email may be written as though it is coming from the student. With this change, the email sender will be the institution, and your email content may need to be updated to reflect this.
Identify Impacted Records
Use the following criteria in a report to filter recommendation requests that were likely affected:
- Created Date is after the Salesforce Summer '25 release.
- Production release weekends were May 16, June 6, and June 13.
- The exact date depends on your Salesforce instance. You can check your update schedule on the Salesforce Maintenance Calendar.
- If unsure, use May 16 as a conservative starting point.
- Email field is not blank.
- Recommendation Process field is not blank.
- EmailSent is marked as True.
- Status is not Complete.
Considerations When Filtering Records
- Term Relevance: You may want to include only records associated with terms where application documentation submission is still open. In some cases, it may be appropriate to re-trigger recommendation requests even if the original term is closed—especially if you plan to consider the application for a future term or are revisiting submission deadlines.
- Communication Strategy: If you choose to re-trigger emails for closed terms, consider notifying students and recommenders to clarify expectations and avoid confusion.
Once you've identified the affected records, choose one of the following methods to re-trigger the emails:
Method 1: Student Re-submission via the Application Portal
This method allows students to manually resubmit their recommendation requests through the application portal. Once the Org Wide Email Address is properly configured, the system will send the email using the verified address when the student re-submits the request.
- Ensure a verified Org Wide Email Address is now configured in the application form and your email content is updated if needed.
- Notify affected students and ask them to log into the application portal.
- Instruct students to open their application and re-submit the recommendation request.
- Once re-submitted, the system will send the email using the verified Org Wide Email Address.
Method 2: Admin Re-trigger via Data Loader
This method allows administrators to re-trigger recommendation emails in bulk by temporarily clearing and then restoring the email field on affected records.
Step 1: Ensure Org Wide Email Address is Set
- Confirm that a verified Org Wide Email Address is set up for all recommendation forms and your email content is updated if needed.
- Each recommendation app form record includes a field called “Org Wide Address”.
- This field must contain a verified Org Wide Email Address, which will be used as the sender for the recommendation email.
Step 2: Export Impacted Recommendation Records
- Use Data Loader or your preferred data modification tool to export recommendation records that meet the following criteria:
- Created Date is newer than the Salesforce Summer '25 release.
- Production release weekends were May 16, June 6, and June 13.
- The exact date depends on your Salesforce instance. You can check your update schedule on the Salesforce Maintenance Calendar.
- If unsure, use May 16 as a conservative starting point.
- Email field is not blank.
- Recommendation Process field is not blank.
- EmailSent is marked as True.
- Status is not Complete.
- Created Date is newer than the Salesforce Summer '25 release.
- Export at minimum the following fields:
- ID
Step 3: Manage Volume
- If the number of impacted records exceeds 5,000, split the updates into batches of 5,000 or fewer to avoid exceeding email limits.
- Note: Emails sent via the Online Application package do not count against your org-wide daily email limit, but there may still be a cap on emails sent from the package per day.
Step 4: Disable Unwanted Automation
- Before updating records, turn off any automation (e.g., Flows, Process Builders) that you do not want to trigger during the update process.
Step 5: Clear the Email Field
- Use Data Loader to erase the value in the Email field for the identified records.
Step 6: Re-populate the Email Field
- Re-import the same records with the original Email values restored.
- This update will re-trigger the recommendation request email, now using the verified Org Wide Email Address.