Manage emails in the Communication Center
See every email MetaLens360 sends for your workspace, switch alerts on or off, preview and test them, customize the subject, content and recipients, and review delivery activity.
Overview
The Communication Center lists every email MetaLens360 sends on your behalf — what it says, who receives it, and whether it is switched on. Open it from System → Communication Center.
For each email you can:
- switch it on or off,
- see who it goes to and when it was last sent,
- preview it with sample values,
- send a test to yourself,
- edit the subject, content and recipients,
- view earlier versions or reset it to the default.
Your workspace's emails are grouped by category:
| Category | Emails |
|---|---|
| Account & access | Password reset link, Password changed confirmation, Welcome email, Team invitation |
| Platform health | Salesforce limit at risk |
| Org activity | Metadata drift notification, Access 360 change alert, Org connection needs re-authorisation |
Emails nobody has changed carry a Default badge and keep receiving improvements from MetaLens360. Changed emails show Customised with who changed them and when.
Before you start
- You need the workspace Admin role. Other members see "Managing communications requires workspace administrator access."
- Emails are only delivered if your MetaLens360 environment has a mail server. If not, you see a warning: "No mail server is configured on this environment, so nothing below is actually being delivered." Your settings are still saved and take effect once email is set up — ask your MetaLens360 administrator.
Steps
Switch an email on or off
- Open the Emails tab.
- Click the switch next to the email. The tooltip confirms the new state ("Sending. Click to switch off." or "Switched off. Click to enable.").
Password reset link and Password changed confirmation are marked Always on. They can't be switched off, because a disabled reset email locks people out.
Preview and test
- Click the preview icon (Preview with sample values) to see the email as a recipient would.
- Click Send a test to yourself. You see "Test sent to your address."
Customize an email
- Click the edit icon (Edit subject, content and recipients).
- Change the Subject.
- In Message body, leave it empty to keep the built-in layout, or write your own HTML. Click Start from this design to copy the current layout into the box as a starting point.
- Use the chips under Merge fields available in this email (for example
{{orgName}}) to insert live values. - Under Who receives this, choose a rule: Active admins of the workspace, The individual the email is about, Users subscribed to this notification, Platform administrators, The product support inbox or Only the addresses configured below.
- Where allowed, add extra recipients, comma-separated (up to 25). These are added on top of the rule.
- Click Save changes.
To see earlier versions, click History. To discard your workspace's changes, click Reset to default.
Check delivery
Open the Activity tab to see recent sends with Subject and Result — for example Delivered to mail server or Failed.
Example
Priya wants drift alerts for acme-prod to reach the release channel's shared mailbox as well as the admins. She opens Metadata drift notification, adds release-team@acme.example as an extra recipient, prefixes the subject with [ACME], clicks Save changes, and uses Send a test to yourself to check the result.
FAQs
Why can't I add recipients to some emails?
Some emails, such as the password reset, are addressed to one person and "cannot be copied to anyone else."
Do my changes affect other workspaces?
No. Workspace changes apply only to your workspace. Platform administrators also see platform defaults, which apply to every workspace that hasn't customized that email, and a Follow-up schedule tab.
What does "Delivered to mail server" mean?
The mail server accepted the email. It can still land in a spam folder or be rejected later by the recipient's server.
Troubleshooting
"Could not save. Check the fields above."
A field is invalid — for example, more than 25 extra recipients ("At most 25 additional recipients.") or a malformed address. Fix it and save again.
"The test could not be sent."
Usually there is no working mail server. Check for the warning at the top of the page.
Emails show "Failed" in Activity
Delivery failed at the mail server. Contact your MetaLens360 administrator or support (see Getting help and support).
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