Accounting Seed facilitates the ability to "copy to" (CC) multiple contacts when emailing Billing Invoices, Customer Statements, or Purchase Orders. The Primary contact will continue to be defined by the:
- Billing Contact field on the Account object for customer-facing statements
- Shipping Contact field on the Account object for Purchase Orders.
In Salesforce Lightning, the “Contacts to Multiple Accounts” settings function similarly to Contact Roles in Salesforce Classic.
Note: To facilitate the CC to multiple contacts when emailing in Salesforce Classic, refer to the CC Contacts When Sending an Email in Classic article.
How Contacts to Multiple Accounts Are Used
Enabling the “Contacts to Multiple Accounts” settings is the starting point for having the ability to automatically CC multiple contacts when emailing. Once enabled, you can add a contact relationship, such as a Billing Contact or Vendor Contact to an Account. The relationship can be added from the Related Contacts related list on the selected Account. Then, the email addresses for the added contacts will automatically be available in the CC Addresses textbox on the following:
- Billing and Customer Statement Emails
- Purchase Order Emails.
To have CC contact email addresses automatically populate when sending an email, complete the following process in the order listed below:
- Enable the Contacts to Multiple Accounts Settings
- Add the Billing Contact and Vendor Contact to the Roles Picklist Values
- Add the Related Contacts Related List to an Account
- Add a Contact Relationship to an Account
Enable the Contacts to Multiple Accounts Settings
Follow the steps below to enable the “Contacts to Multiple Accounts” Settings.
- Click the Gear icon and select Setup.
- From the left navigation pane, click Feature Settings > Sales > Account Settings.
- Click Edit.
- Select the Allow users to relate a contact to multiple accounts checkbox.
Best Practice: When you allow users to relate a contact to multiple accounts, we recommend that you adjust your activity settings. That way, activities will not automatically roll up to a contact’s primary account.
Note: The radio button on the following two settings default to the first choice. The default selection can be changed, if necessary.
- When users delete an account that has direct contacts that are related to other accounts.
- When users replace the primary account on a contact record.
Add the Billing Contact and Vendor Contact to the Roles Picklist Values
After enabling the “Contacts to Multiple Accounts” settings, the Billing Contact and Vendor Contact needs to be added as Role Picklist Values. This will allow these roles to be added as contact relationships for sending CC emails on Billing and Customer Statement Emails, as well as Purchase Order Emails.
- Click the Object Manager tab. Then, select Account Contact Relationship.
- From the Details navigation pane on the left, click Fields & Relationships.
- Click Roles.
- Under Roles Picklist Values, click New.
- Add the Billing Contact and Vendor Contact to Roles Picklist Values.
Note: For customer-facing statements, Billing Contact is recommended (however it can be any desired descriptive name). For Purchase Orders, Vendor Contact is recommended (however it can be any desired descriptive name).
Important: The API Name field MUST appear exactly as shown below:
- Billing Contact (with one space between Billing and Contact, no underline, and a capital B and C).
- Vendor Contact (with one space between Vendor and Contact, no underline, and a capital V and C).
- Click Save.
Add the Related Contacts Related List to an Account
The next part of this process is to add the Related Contacts related list to an account. This will allow you to add a relationship for contacts to select the role of Billing Contact and/or Vendor Contact, as well as other roles you might want to include for a contact.
- Display the Account record for which you want to add Related Contacts.
- Select the Gear icon and click Edit Object.
- Click Page Layouts > Account (Accounting) Layout.
Note: If you are using a custom layout other than the “Accounting” Layout, make this change to the appropriate layout(s).
- Click the Related Lists and select Related Contacts.
- Drag and drop the Related Contacts related list under the Contacts related list. Or, drop it above or below a desired related list.
- Click Save. Then, click Yes.
Add a Contact Relationship to an Account
The final part of this process is to add a relationship for contacts to the Account. This is where you will select the role of Billing Contact and/or Vendor Contact, as well as other roles you might want to include for a contact.
- Refresh the page on the Account record where the Related Contacts related list was added.
- Scroll down to the Related Contacts section, and click Add Relationship.
The New Account Contact Relationship dialog box displays.
- Search for and select a Contact. Otherwise, add a New Contact.
- Select the appropriate role(s) for the Contact.
Note: To include the Contact on CC emails for Billing and Customer Statements, select the role of Billing Contact. To include the Contact on CC emails for Purchase Orders, select the role of Vendor Contact.
- Click the right arrow to display the selected role(s) as Chosen.
- Click Save.
The new added contact displays as a Related Contact on the Account record.
When a Billing PDF is created for the Account, all contacts with a Billing Contact role relationship on the Account will automatically be included on the CC email addresses.
Note: When a Purchase Order PDF is created for the Account, all contacts with a Vendor Contact role relationship on the Account will automatically display as CC email addresses.
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