Skip to main content
    SupportContact
    Outbound workflows

    Distribute emails from Salesforce.

    Outbound email leaves Salesforce and lives in a separate marketing tool. Lists drift, personalisation breaks, and reply tracking disappears. Ortoo Orchestrator handles email distribution from Salesforce as one workflow, with live segmentation, per-recipient personalisation, and replies threading back to the originating record.

    TEAMS RUNNING ON ORTOO ORCHESTRATOR

    IG
    Jaguar Land Rover
    Komatsu
    OppFi
    Sage
    Splunk
    Verivox
    Volvo
    IG
    Jaguar Land Rover
    Komatsu
    OppFi
    Sage
    Splunk
    Verivox
    Volvo

    What it is

    Email distribution, in plain terms.

    Distribute emails from Salesforce means sending outbound and transactional messages directly from Salesforce, against live record data, with the workflow handling segmentation, personalisation, delivery tracking, and reply capture in one execution.

    Email distribution sits inside Ortoo Orchestrator. The email orchestration capability inside Ortoo Orchestrator runs the workflow natively in Salesforce, with no export to a separate platform and no reconciliation between systems.

    The problem

    Distribute emails from Salesforce when the data is current, not when an export gets stale

    Native Salesforce email-to-case does not extend to classification, routing, or audit on every reply. Distribute emails from Salesforce sounds simple until the team tries to do it at scale. Lists get exported, uploaded to a separate email tool, personalised against fields that drifted weeks ago. The recipient who changed status yesterday gets the wrong segment today.

    Salesforce does not know who received what. Reply tracking depends on reconciling exports from the email platform with Salesforce records, and the reconciliation is never quite clean. Reporting on outbound performance lives in a separate dashboard from the records the email touched.

    Email distribution that lives outside Salesforce never quite catches up with Salesforce data.

    Ortoo Orchestrator runs outbound distribution inside Salesforce. Segmentation reads live data, personalisation maps to Salesforce fields per recipient, and delivery results land back on the record. One workflow, no export-and-reconcile.

    // HOW IT WORKS

    Triggered by case context. Not by who is watching the queue.

    1. 01

      // STEP 01

      Build the recipient list from live Salesforce data.

      Segmentation reads any Salesforce report, list view, or rule-based query against any object. The list reflects current data at send time, not the data that was true at export.

      1. Pull list

        Report, view, query

      2. Live data

        At send time

      3. Apply suppression

        Unsubscribed out

      Step 01 — Segment
      01
    2. 02

      // STEP 02

      Personalise per recipient against Salesforce fields.

      Merge fields map to any standard or custom Salesforce field on the recipient record. Conditional content blocks render based on segment, status, or any other attribute the team configured.

      1. Merge fields

        Standard + custom

      2. Conditional blocks

        Per segment

      3. Compose per recipient

        One render each

      Step 02 — Personalise
      02
    3. 03

      // STEP 03

      Send, track, and capture replies on the record.

      Delivery, opens, clicks, and bounces all land back on the Salesforce record. Replies thread back to the originating record automatically through the email orchestration capability inside Ortoo Orchestrator.

      1. Deliver

        SMTP, SES, provider

      2. Log on record

        Open, click, bounce

      3. Thread replies

        Back to record

      Step 03 — Send
      03

    What good distribution needs

    Three things separate workflow-driven outbound from a list dumped into a separate tool.

    Sending email is the easy part. Doing it against current Salesforce data, with personalisation that survives reality, and audit trails that survive reporting, is what makes the workflow useful. The path is operationally realistic: start with one workflow at a time, expand step by step as the team is ready.

    Book a demo

    Live segmentation

    Recipient lists reflect current Salesforce data at send time, not the export from last week.

    Per-recipient personalisation

    Merge fields map to Salesforce fields with conditional content per recipient.

    Audit trail on the record

    Delivery, opens, clicks, and replies all log on the Salesforce record without reconciliation.

    Before vs after

    What changes when distribution runs inside Salesforce.

    The recipients do not change. What changes is whether the message reflects current data.

    Before

    Before

    1. 01Exported lists
    2. 02Drifted fields
    3. 03External tool
    4. 04Reconciled reporting

    Lists get exported, drift, and bounce against records that have moved on.

    After

    With Ortoo Orchestrator

    1. 01Live segmentation
    2. 02Current fields
    3. 03Native Salesforce
    4. 04Reporting on record

    Lists pull from live Salesforce data; personalisation maps to the record at send time.

    Where it fits

    Works with the Salesforce tools you already use.

    Distribute emails from Salesforce for transactional sends

    TransactionalTriggered

    Status changes, stage transitions, and field updates trigger transactional sends. The workflow runs the personalisation per recipient and logs the send on the Salesforce record, so the audit trail is the same as for bulk distribution.

    Distribute emails from Salesforce alongside Marketing Cloud

    Marketing CloudPardot

    Marketing Cloud and Pardot handle marketing-led campaigns. The workflow inside Ortoo Orchestrator handles operational and transactional outbound that needs to run against current Salesforce data without the export-and-sync cycle a separate platform requires.

    Distribute emails from Salesforce with reply capture

    Reply captureInbound

    Outbound emails sent from Salesforce carry thread context. Inbound replies route back to the originating record through the email orchestration capability, so the conversation lives where the record lives.

    Built for operations and RevOps

    Outbound that runs against the Salesforce record, not a copy of it.

    Salesforce becomes the system of record for outbound.

    Every message, every open, every click, every bounce, and every reply lives on the recipient's Salesforce record. Reporting, segmentation, and follow-up all read from the same source of truth without reconciliation.

    Operations owns the segmentation logic.

    Recipient lists and personalisation rules live in Salesforce setup, configurable by the team that owns the data. No export to a separate tool, no risk of stale segmentation logic in another system. The service ops team owns this workflow, with operations team adjusting rules as the business changes.

    Send-time data freshness is guaranteed.

    The recipient list and merge fields read Salesforce data at send time. A recipient who changed status yesterday gets the right segment today; one who unsubscribed gets excluded automatically.

    List ruleField valuesUnsubscribeBounce historySegmentLanguageStageCustomer tierLast sent

    Signals the distribution workflow evaluates

    Components of email distribution

    Four elements every Salesforce-native distribution workflow needs.

    Ortoo Orchestrator provides the engine. Segmentation rules and templates are configured by ops.

    Build recipient lists from any Salesforce object with rule-based or report-based segmentation.

    // RULE CONFIG

    Transactional outbound, stage-triggered

    trigger
    Opportunity stage change
    segmentation
    Live Opp + Contact
    personalisation
    Per-recipient merge
    delivery
    Provider of choice
    tracking
    Opens, clicks, bounces
    audit
    Logged on record

    WHEN stage = closed-won THEN send onboarding email; personalise from Account + Opp fields; log result on record.

    Case studies

    Teams running outbound from Salesforce as a workflow.

    Related use cases

    Adjacent outbound workflows in Ortoo Orchestrator.

    FAQ

    Common questions

    How is this different from Marketing Cloud or Pardot?+

    Marketing Cloud and Pardot are separate platforms with their own data models. The workflow inside Ortoo Orchestrator runs natively in Salesforce against Salesforce data, with no export or sync, configured by the team that owns the records.

    Can we use this for transactional notifications and bulk distribution?+

    Yes. Both bulk campaigns and per-record transactional sends use the same segmentation and personalisation logic. Triggers come from data changes, schedules, or manual sends, depending on the workflow.

    How does segmentation handle list changes between send and receive?+

    Segmentation reads Salesforce data at send time. A recipient whose status changes between list build and send is automatically included or excluded based on the rule at the moment of send.

    What email-sending infrastructure does this use?+

    Outbound delivery runs through configured SMTP, AWS SES, or a similar transactional provider, with the workflow handling recipient list, personalisation, and tracking.

    How are bounces and unsubscribes handled?+

    Bounces and unsubscribes log back to the Salesforce record automatically. The workflow respects unsubscribe status on subsequent sends without manual list scrubbing.

    Can replies thread back to the originating record?+

    Yes. Outbound emails sent from Salesforce carry thread context. Inbound replies route back to the originating record automatically through the email orchestration capability inside Ortoo Orchestrator.

    Can operations teams adjust segmentation without code?+

    Yes. Segmentation rules, personalisation templates, and content blocks are all configured declaratively inside Salesforce setup. Operations teams adjust the workflow as campaigns change.

    Bring outbound inside Salesforce

    Map the email distribution workflow your team should be running.

    Book a 30-minute conversation. We will walk through your current outbound flow and where workflow execution removes the export-and-reconcile lag.

    Installs natively into Salesforce. Start with one workflow, expand to others as the team is ready. Pricing follows work completed, not token usage.