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Automatic Sending of Emails

Status: 22.10.2025

Through the Business Portal, emails can be sent directly from the system, for example, to confirm user actions, to notify about orders, or to communicate system-related information. For the various use cases, you can create email templates individually. These include, among others, email confirmations, authentication messages, deletion confirmations, welcome messages, password resets, as well as order and inquiry notifications.

General Notifications

In the Setup module, configurations can be made that enable the sending of emails to confirm registrations, to inform about system events, or to provide status messages. The content of these notifications is controlled via corresponding email templates. These templates must be set up individually and linked via defined template codes.

Here you will find a detailed description of how to create Email Templates

Info

Email sending via the task queue Business Portals-SENT_EMAILS

Using the task queue for email sending in the Business Portals is recommended to ensure better traceability and control over sent messages. All emails sent via the queue are logged, including those that could not be successfully delivered due to technical issues.

This ensures that no important information is lost and the sending process remains transparent.

Email Notification See
Registration Email Notification for New Registration
Confirmation Email Notification for Confirmation
Welcome Email Notification Welcome
Authentication Email Notification Authentication
Password Reset Email Notification Password Reset
User Deletion Request Email Notification Deletion Request
User Deletion Email Notification User Deletion
User Deletion due to Inactivity Email Notification User Deletion due to Inactivity
Order Email Notification Order
Inquiry Email Notification Inquiry

Email Notification Registration

To set up an email notification for registration, proceed as follows:

  1. Open the Business Portals Module Setup.
  2. Navigate to the section Email Configuration - General Notifications.
  3. Activate the action Email Sending via Queue. When you activate this action, the corresponding task queue Business Portals-SENT_EMAILS must be started or running.
  4. Select an email account to be used for sending the emails.
  5. To send an email externally when a customer registers in your portal, use the Signup Template Code.
  6. To send an email internally when a customer registers in your portal, use the Signup Notification Template Code.
  7. Create a new template by searching for Business Portals - Email Templates.
  8. Select a code and a suitable description. In this case, we use User as the Source Table.
  9. Navigate back to the Module Setup.
  10. Now select the previously created email template.

Email Notification Confirmation

To set up an email confirmation, proceed as follows:

  1. Open the Business Portals Module Setup.
  2. Navigate to the section Email Configuration - General Notifications.
  3. Activate the action Email Sending via Queue. When you activate this action, the corresponding task queue Business Portals-SENT_EMAILS must be started or running.
  4. Select an email account to be used for sending the emails.
  5. To send a confirmation email to a user when a customer registers in your portal, use the Email Confirmation - Template Code.
  6. Create a new template by searching for Business Portals - Email Templates.
  7. Select a code and a suitable description. In this case, we use User as the Source Table.
  8. Navigate back to the Module Setup.
  9. Now select the previously created email template.

Email Notification Welcome

To set up an email notification to welcome new users, proceed as follows:

  1. Open the Business Portals Module Setup.
  2. Navigate to the section Email Configuration - General Notifications.
  3. Activate the action Email Sending via Queue. When you activate this action, the corresponding task queue Business Portals-SENT_EMAILS must be started or running.
  4. Select an email account to be used for sending the emails.
  5. To send a welcome email to a user when the email is confirmed, use the Welcome Template Code.
  6. Create a new template by searching for Business Portals - Email Templates.
  7. Select a code and a suitable description. In this case, we use User as the Source Table.
  8. Navigate back to the Module Setup.
  9. Now select the previously created email template.

Email Notification Authentication

To set up an email notification for authentication, proceed as follows:

  1. Open the Business Portals Module Setup.
  2. Navigate to the section Email Configuration - General Notifications.
  3. Activate the action Email Sending via Queue. When you activate this action, the corresponding task queue Business Portals-SENT_EMAILS must be started or running.
  4. Select an email account to be used for sending the emails.
  5. To send an authentication email to a user who needs to confirm their identity, use the Email Authentication - Template.
  6. Create a new template by searching for Business Portals - Email Templates.
  7. Select a code and a suitable description. In this case, we use User as the Source Table.
  8. Navigate back to the Module Setup.
  9. Now select the previously created email template.

Email Notification Password Reset

To set up an email notification for password reset, proceed as follows:

  1. Open the Business Portals Module Setup.
  2. Navigate to the section Email Configuration - General Notifications.
  3. Activate the action Email Sending via Queue. When you activate this action, the corresponding task queue Business Portals-SENT_EMAILS must be started or running.
  4. Select an email account to be used for sending the emails.
  5. To send a password reset email notification to a user if they have forgotten their password, use the Password Reset Template Code.
  6. Create a new template by searching for Business Portals - Email Templates.
  7. Select a code and a suitable description. In this case, we use User as the Source Table.
  8. Navigate back to the Module Setup.
  9. Now select the previously created email template.

Email Notification Deletion Request

To set up an email notification for a deletion request, proceed as follows:

  1. Open the Business Portals Module Setup.
  2. Navigate to the section Email Configuration - General Notifications.
  3. Activate the action Email Sending via Queue. When you activate this action, the corresponding task queue Business Portals-SENT_EMAILS must be started or running.
  4. Select an email account to be used for sending the emails.
  5. To send a confirmed deletion request to a user, use the Requested User Deletion Confirmation - Template Code.
  6. Create a new template by searching for Business Portals - Email Templates.
  7. Select a code and a suitable description. In this case, we use User as the Source Table.
  8. Navigate back to the Module Setup.
  9. Now select the previously created email template.

Email Notification User Deletion

To set up an email notification for user deletion, proceed as follows:

  1. Open the Business Portals Module Setup.
  2. Navigate to the section Email Configuration - General Notifications.
  3. Activate the action Email Sending via Queue. When you activate this action, the corresponding task queue Business Portals-SENT_EMAILS must be started or running.
  4. Select an email account to be used for sending the emails.
  5. To send an email to a user when they have been definitively deleted, use the Email template code for deletion.
  6. Create a new template by searching for Business Portals - Email Templates.
  7. Select a code and a suitable description. In this case, we use User as the Source Table.
  8. Navigate back to the Module Setup.
  9. Now select the previously created email template.

Email Notification Deletion due to Inactivity

To set up an email notification for deletion due to inactivity, proceed as follows:

  1. Open the Business Portals Module Setup.
  2. Navigate to the section Email Configuration - General Notifications.
  3. Activate the action Email Sending via Queue. When you activate this action, the corresponding task queue Business Portals-SENT_EMAILS must be started or running.
  4. Select an email account to be used for sending the emails.
  5. To send a deletion email due to inactivity to a user, use the Deletion Announcement Template.
  6. Create a new template by searching for Business Portals - Email Templates.
  7. Select a code and a suitable description. In this case, we use User as the Source Table.
  8. Navigate back to the Module Setup.
  9. Now select the previously created email template.

Email Notifications for Orders and Inquiries

In the dataset, configurations can be made that enable the automated sending of email notifications related to orders and inquiries. This specifies which email account is used and which templates are employed for the respective notification types. The content of the emails is controlled via individually set up templates that are linked via defined template codes.

Email Notification for Orders

  1. Open the Business Portals Module Setup.
  2. Navigate to the section Email Configuration - General Notifications.
  3. Activate the action Email Sending via Queue. When you activate this action, the corresponding task queue Business Portals-SENT_EMAILS must be started or running.
  4. Create a new template by searching for Business Portals - Email Templates.
  5. Open the dataset of your portal via the role center by clicking on Portal Setup.
  6. Navigate to the section Email configuration Order & Request notifications
  7. To send an email to the customer when they order in your portal, use the Email Order Template Code.
  8. To send an email notification to internal recipients when a customer orders in your portal, use the Email Order Notification Code.
  9. You can select an email template using the dropdown menu.

Email Notification for Inquiries

  1. Open the Business Portals Module Setup.
  2. Navigate to the section Email Configuration - General Notifications.
  3. Activate the action Email Sending via Queue. When you activate this action, the corresponding task queue Business Portals-SENT_EMAILS must be started or running.
  4. Create a new template by searching for Business Portals - Email Templates.
  5. Open the dataset of your portal via the role center by clicking on Portal Setup.
  6. Navigate to the section Email configuration Order & Request notifications
  7. To send an email to the customer when they make an inquiry in your portal, use the Email Request Template Code.
  8. To send an email notification to internal recipients when a customer makes an inquiry in your portal, use the Email Request Notification Code.
  9. You can select an email template using the dropdown menu.

See also