2020 Email Editor: Configurable Sender Address

This guide explains how to configure the Configurable Sender Address feature for the BHRC 2020 Email Editor. Once configured, users will be able to select a shared or generic email address as the sending address, rather than being limited to their personal email.

This feature is useful for teams that send communications from a centralized or role-based mailbox (for example, recruitment@company.com) while still using the BHRC 2020 email editor.

Prerequisites

Confirm the following before you begin:

  • You have Salesforce System Administrator permissions in the Org.
  • You have access to Setup, Object Manager, and Custom Settings.
  • The alternative email addresses to be used are known and available for verification.
  • The running users who will send emails have been identified.

Configuration Overview

The feature requires four configuration phases, which must be completed in order:

Phase Activity Where
A Set up Alternative Email user field Salesforce Setup > Object Manager
B Configure Email Editor Settings Salesforce Setup > Custom Settings
C Enable Sender dropdown in Internal Interview / Send Out modals 'Copy To All' Salesforce Setup > Custom Metadata > Copy To All Customization
D Verify alternative email addresses Salesforce Setup > Organization-Wide Addresses

Phase A: Set Up the Alternative Email User Field

This phase creates a custom field on the User object to store the alternative email address(es) that will appear in the Sender dropdown.

  1. Navigate to Setup > Object Manager > User.
  2. Select Fields & Relationships, then click New.
  3. Choose a field type based on how many alternative addresses are needed (see Field Type Reference below), then click Next.
  4. Enter a Field Label (e.g., Alternative Email) and API Name. Note the API Name — you will need it in Phase B.
  5. For Picklist or Multi-Picklist fields: add the alternative email addresses as picklist values.
  6. Complete the wizard and click Save.
  7. Navigate to the relevant User record(s), click Edit, and populate the new field with the appropriate email address(es).

Field Type Reference

Field Type Supports Multiple Addresses? Notes
Picklist No — one address Simple; recommended for most users.
Multi-Picklist Yes Allows users to hold several alternative addresses.
Text Yes (semi-colon separated) Addresses must be separated by a semi-colon (;).

Phase B: Configure Email Editor Settings

This phase links the user field created in Phase A to the BHRC 2020 email editor by setting the appropriate value in the Email Editor Settings custom setting.

Important: Step 4 below must be completed at Default Organization Level.

  1. Navigate to Setup > Custom Settings.
  2. Locate and open Email Editor Settings.
  3. Click Manage, then New (or Edit if a record already exists).
  4. In the Alternative User Email field field, enter the API Name of the User field created in Phase A (for example, Alternative_Email__c).
  5. Click Save.
  6. Verify that each running user who will send emails has the User field (from Phase A) populated on their User record.

Important: The running user must have a value populated in the User field specified in Alternative User Email field. If the field is empty for a user, the Sender dropdown will not display any alternative addresses for that user.

Phase C: Enable Sender Dropdown in Internal Interview / Send Out Modals

This phase is optional. It enables the Sender address to be automatically copied across all emails within the Internal Interview (II) and Send Out (SoS) modals, so users do not need to set the sender on each individual email.

  1. Navigate to Setup > Custom Metadata Types.
  2. Locate Copy To All Customization and click Manage Records.
  3. Click Edit next to the existing record.
  4. To enable sender copying in the Internal Interview email editor: set II Copy Sender Email to Active.
  5. To enable sender copying for Interviewers in the Send Out email editor: set SoS Copy Interviewer Sender Email to Active.
  6. To enable sender copying for Interviewees in the Send Out email editor: set SoS Copy Interviewee Sender Email to Active.
  7. Click Save.

Phase D: Verify Alternative Email Addresses

All alternative email addresses configured in Phase A must be added and verified in Salesforce's Organization-Wide Addresses. Addresses that have not been verified will appear grayed out and disabled in the email editor.

  1. Navigate to Setup > Organization-Wide Addresses.
  2. Click Add.
  3. Enter a Display Name and the email address to verify.
  4. Choose the access level: All Profiles (visible to all users) or restrict to specific Profiles / Permission Sets as needed.
  5. Click Save. Salesforce will send a verification email to the address.
  6. Open the verification email and click the confirmation link.
  7. Repeat steps 2–6 for each additional alternative email address.

Important: All addresses added to Organization-Wide Addresses are also visible in the From dropdown of Salesforce's standard email editor (not just the BHRC 2020 editor). If you need to control who can use a given address, restrict access to specific Profiles or Permission Sets during setup — this is standard Salesforce functionality.

Known Behavior and Limitations

Personal Email Address Always Present

The Sender dropdown in the BHRC 2020 email editor always shows the logged-in user's personal email address as the default entry, in addition to any configured alternative addresses. It is not possible to hide or remove the personal email address from the dropdown.

Alternative Address Scope

Alternative addresses are configured per user. Each user will only see the addresses that have been set on their own User record, plus their personal email.

Grayed-out Addresses

If an address appears grayed out or disabled in the Sender dropdown, it means that address has not yet been added and verified in Organization-Wide Addresses. Complete Phase D for that address to enable it.

Troubleshooting

Symptom Resolution
No alternative addresses appear in the Sender dropdown. Check that: (1) the Alternative User Email field API name is correctly entered in Email Editor Settings; (2) the user's User record has the field populated.
Alternative address is grayed out / disabled. The address has not been verified in Organization-Wide Addresses. Complete Phase D for that address.
Address is verified but still not visible. Confirm the address is also set on the user's User field. Addresses verified in Org-Wide Addresses are only shown if they are also present in the user's Alternative Email field.
Users can see addresses they should not have access to. Restrict the Organization-Wide Address to specific Profiles or Permission Sets (see Phase D, step 4).
The Sender is not copying across Internal Interview or SoS modal emails. Ensure the relevant flags in Copy To All Customization metadata are set to Active (Phase C).