We have an org that we are moving from Portals to Communities, the Communities Welcome E-Mail is sent to all user accounts when their user/account is created:

From the Communities > Administration > Emails

Welcome emails are sent once the community is activated, and then whenever a member is added.

These accounts are dictated by which 'Profiles' are added to the available communities, and I accidently added the wrong profile and saved, thus causing a huge amount of user records to be created with a bad Email template!

After I hit save, there is no "Confirmation" of what is happening except you cannot add/remove profiles for a few minutes while the user records are being moved, and the E-Mails are being generated!

Is there anyway avoid having this happened? A confirmation setting before Salesforce sends this HUGE e-mail blast?

A quote from a co-worker about the procedure to follow in this scenario

If profile is added to Community AFTER it is active and has Send Welcome Email checked, an email goes out to everyone in that profile (possibly if they haven't already been in another portal, unclear). If we put the profiles into the Community when it's activated but with Send Welcome Email Unchecked, THEN check the box after the profiles are in no email is sent per my testing.

  • Making sure I understand...so if you add a profile to the community list of "member" profiles, all users in the community are emailed? or all users on the org with that profile? – Brian Mansfield Apr 30 '15 at 17:32
  • @Bri yes, if you add a profile to Selected Profiles from Community > Administration > Members and you have a Welcome E-Mail set, and 'Checked' everyone whom has that profile, in our case, our Portal Users (with existing users/accounts from the portal) all received this Welcome E-Mail as soon as you hit save. – jordan.baucke Apr 30 '15 at 17:35

This was an issue on a project I worked on as well. This particular feature is not very admin friendly (as you found out the hard way:). We chose to uncheck the "Send welcome email" box under Communities > Administration > Emails. We then created a workflow rule on the User object to send out the welcome email to new community users. The workflow rule fires on record creation only as has a criteria for "Profile EQUALS 'Your Community Profile Name(s)'".

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    Agreed. I mean obviously this was my fault and I wasn't being careful (Admin-Click Happy) but how you can have a feature capable of sending absolutely HUGE volumes of E-Mail with no warning is beyond me?! – jordan.baucke Apr 30 '15 at 17:43
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    Chris @Chris , when you did the Welcome Email this way did your merge fields still work? In my testing they are no longer working. – Jason Mar 29 '16 at 19:42
  • I am having the same problem @Jason - did you ever figure out how to get the merge fields to work? – Morgan Marchese Jul 12 '17 at 15:21
  • @MorganMarchese No I just stuck with using the standard process of having the emails sent out. f – Jason Jul 12 '17 at 15:31

You can use {!$Network.NetworkUrlForUserEmails} into Visualforce email template to send password setup Url of community and can set this template into community to send Welcome email to portal user, You can also handle on the basis of profiles etc into VF email template.

  • How can this field {!$Network.NetworkUrlForUserEmails} be used in a vf email template that is not on communities? – SF Learner Apr 4 '19 at 21:42

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