Last Updated on February 10, 2025 by Rakesh Gupta

Big Idea or Enduring Question:

• How Can You Brand the Salesforce Welcome Email for Internal Users to Enhance Engagement and Adoption?

Objectives:

After reading this blog, you’ll be able to:

1. Create a branded welcome email for internal users.
2. Create a classic email template.
3. And much more!

Business Use case

Emma Johnson, a Salesforce Administrator at Gurukul on Cloud (GoC), is responsible for onboarding new employees and contractors onto the company’s Salesforce platform. She noticed that the default Salesforce Welcome Email lacks branding, personalized onboarding instructions, and clear login guidance.

As a result:

1. Users are confused about the login process.
2. IT support receives frequent queries related to account activation.
3. The email doesn’t align with GoC’s brand identity, making it feel generic and impersonal.

Emma wants to customize the Salesforce Welcome Email to:

1. Reflect GoC’s branding by adding the company logo and colors.
2. Provide clear onboarding instructions to streamline the login process.
3. Include helpful links and support contact details to reduce IT support requests.

What Changed in Spring ’25?

With the Spring’25 release, Salesforce introduces a new way to brand the Welcome Email for internal users, enhancing the overall user experience. This feature allows organizations to customize the Welcome Email received by employees, contractors, and other internal users when they first access Salesforce.

You can now:

1. Personalize the email design to align with your company’s brand.
2. Modify the email content to include company-specific onboarding instructions.
3. Ensure a seamless user experience by providing clear login guidance and essential resources.

This enhancement enables a more professional, branded, and user-friendly onboarding experience for your internal Salesforce users. 

Automation Champion Approach (I-do):

Implementing a custom Welcome Email for internal users is a straightforward process. However, keep in mind that only Classic Email Templates are supported for this customization. If you want a fully branded email with your company’s logo, colors, and formatting, consider using a Classic Letterhead.

Step 1: Create a Classic Email Template for Welcome Email

1. Click Setup.
2. In the Quick Find box, type Classic Email Templates.
3. Select Classic Email Templates, click on the, clicks on the New button. 
4. Name the HTML Email Template and 
   1. Available For Use: Checked 
   2. Classic Letterhead: Select the one you just created 
   3. Encoding: General US & Western Europe (ISO-8859-1, ISO-LATIN-1)
   4. Subject: Your Salesforce Login Details Inside!
5. Click Next and create a template like the following screenshot:
   1. To ensure users complete the email verification process, include the {!NewUserWelcomeEmailLink} merge field in the email template. This field automatically generates a unique verification link for each user. When users click the link, they will be prompted to verify their email and activate their account.

Step 2: Set the Welcome Email Template in Session Settings

After creating your branded Classic Email Template, the next step is to apply it as the default Welcome Email in Salesforce. By setting the template in Session Settings, all new internal users will receive the customized email automatically when they first log in. This ensures a consistent onboarding experience and reinforces your company’s branding.

1. Click Setup.
2. In the Quick Find box, type Session Settings.
3. Select Session Settings, and locate the Welcome Email Template field. 
4. Select the newly created email template.
5. Save the changes.

Proof of Concept

From now on, whenever a new user is created by a Salesforce administrator, they will receive a branded welcome email (as shown in the screenshot below). This email will allow them to activate their account and set their password.

Formative Assessment:

I want to hear from you!

What is one thing you learned from this post? How do you envision applying this new knowledge in the real world? Feel free to share in the comments below.