Skip to content

Setting up Output Type Email

The Email output type allows sending emails using Document Dispatch. This documentation explains how to configure and use the Email output type.

Create a Email Dispatch Profile

Follow the steps below to set up a Email output type:

  1. We start in the Document Dispatch - Administrator role.
  2. Open Dispatch Profiles from the Setup menu in the ribbon bar.
  3. Press New to create a new Document Dispatch profile.
  4. Enter a name in the Code field to clearly indicate the purpose of this setup. This ensures that the configuration can be easily identified for the intended type of sending. Then choose Email as the Output Type and select, for example, Table 112 (Sales Invoice Header). The table is required so the system knows which report to use and from which table the email should be sent.
  5. Apply the tab settings you like to use in the checkboxes beside it.

Checkbox Options

Checkbox Description
Enable Document Dispatch Factbox Sending Enables the sending via the Document Dispatch Factbox and activates the Factbox itself. If you do not require this functionality, disable this option.
Enable Attachment Selection for Document Dispatch Factbox Sending Specifies whether the attachment selection is displayed. If enabled, a pop-up window will appear during the sending process, allowing users to select attachments that need to be sent.
Enable Automatic Sending Enables automatic sending of the Dispatch Profile. If enabled, converting or posting the respective Business Central document will trigger the sending process. This feature is only available for standard sales and purchase processes.
Process Via Job Queue Specifies whether document creation should be processed via the job queue. This option enhances performance by handling document creation in the background rather than during document conversion.
Enable Sending Confirmation for Automatic Sending Requires confirmation before automatic sending proceeds. If enabled, users must confirm the Document Dispatch queue before the process continues.
Use Dynamic Setup Enables the dynamic setup, which utilizes dynamic business partner mappings to identify the recipient and their email address. More details can be found in the Dispatch Profile Configuration section.
Check for Unsend Entries Enables the Dispatch Profile for sending Unsend Dispatch Entries on the Unsend Dispatch Entries page. If it is not active the Profile will not be considered.
Create Unsend Entries Enables the creation for Unsent Dispatch Entries for the table of the Dispatch Profile if no valid Profile is found during the posting process.
Default Language Code Specifies the default language code used for identifying the language.
Page Specifies the page linked to the selected table. This page is used in the Document Dispatch Queue, allowing users to open the business partner record directly from the queue entry.

Output Type Setup

The Output Type Setup defines how documents are sent using the selected output method. For example, when using Email, you can configure the basic settings required to send documents by email

Follow the steps below to open Output Type Settings:

  1. We start in the Document Dispatch - Administrator role.
  2. Open Dispatch Profiles from the Setup menu in the ribbon bar.
  3. Select the Dispatch Profile with the Output Type Email.
  4. In the ribbon, click Output Type Settings to open the configuration page.

Email

Email Template Type

In Document Dispatch, you can define which email template is used when sending documents via email. The template determines the layout and content of the email message. You can choose between Document Dispatch templates or the Business Central Standard template.

  1. Start in the Document Dispatch – Administrator role.
  2. Open Dispatch Profiles from the Setup menu in the ribbon bar.
  3. Select the Dispatch Profile with the Output Type Email.
  4. In the ribbon, click Output Type Settings to open the configuration page.
  5. In Email Template Type, select Document Dispatch or Business Central Standard.
  6. The template configuration will change depending on whether you select Document Dispatch or Business Central Standard.

Recipient Setup

In the Recipient Setup section, you will find the option Combine Email. This option is used to merge email addresses from the extended recipient setup, Business Partner Setup and Dynamic so that To Adress, CC and BCC recipients can be included at the same time when sending emails.

Follow the steps below to enable Combine Email:

  1. We start in the Document Dispatch - Administrator role.
  2. Open Dispatch Profiles from the Setup menu in the ribbon bar.
  3. Select the Dispatch Profile with the Output Type Email.
  4. In the ribbon, click Output Type Settings to open the configuration page.
  5. Enable Combine Email in the Recipient Setup.

Document Dispatch Template

Setting up Document Dispatch Template

Follow the steps below to Set up Document Dispatch Template:

  1. Configure a template with the help of Setting up Email Templates.
  2. Select a template on the field Default Email Template.
  3. Click on the action Email Placeholders in the ribbon bar to configure the placeholders for the template.
  4. Click on the field Email Signature to activate a signature.
  5. Click on the action Email Signature Placeholders and Email Signature Assignment to configure the signature.

Multimail Configuration

Setting up Multimail Template

Follow the steps below to Set up Multimail Template:

  1. Configure a template with the help of Setting up Multimail Templates.
  2. Select a template on the field Multimail Template Code.

Activating the merge for Multimail

Follow the steps below to merge Multimail Emails:

  1. Select the Dispatch Profile with the output type Mail where you want to configure the merge.
  2. Execute the Output Type Setup action in the ribbon bar.
  3. Activate the Merge Multimail Emails checkbox.

Info

The merge of emails is now activated and can be used. Now all emails created by the Multimail that have the same "to" email address and the same Dispatch Profile will be merged into one email with all found attachments. If the merge of emails is not activated, each mail will be sent separately and the default email template will be used.

Setting up the delayed sending for Multimail entries

The following steps need to be completed to activate the delayed sending of Multimail entries.

  1. Select the Dispatch Profile with the output type Mail where you want to configure the delayed sending.
  2. Execute the Output Type Setup action in the ribbon bar.
  3. Activate the Delayed Sending checkbox.

Delayed Dispatch Time

When sending emails via a Dispatch Profile, you can schedule them to be sent at a specific time instead of immediately. By entering a time in the Delayed Dispatch Time field, the system creates a dispatch entry with the status Delayed. This entry remains in the queue until the specified time is reached, at which point the emails are automatically sent.

Follow the steps below to set a Delayed Dispatch Time:

  1. We start in the Document Dispatch - Administrator role.
  2. Open Dispatch Profiles from the Setup menu in the ribbon bar.
  3. Select the Dispatch Profile with the Output Type Email.
  4. In the ribbon, click Output Type Settings to open the configuration page.
  5. Navigate to Delayed Dispatch Time
  6. Enter the desired dispatch time in the field Delayed Dispatch Time.
  7. Every Delayed Document Dispatch entry that originates from the Dispatch Profile will now be only processed via the job queue after the configured time is passed.

Automatic Sending Setup

The dispatch profile can be configured to automatically send emails upon posting. However, in some cases, you may want to modify the email text, add additional information, or change attachments.

Warning

Enabling this option may affect the posting workflow. For example, when posting invoices, an additional dialog might appear asking whether to open the email dialog or add an attachment.

Enable Dialog on posting

When the option Automatic Sending by Posting is enabled, emails are normally sent immediately after posting without user interaction. However, enabling Email Dialog on Posting allows the user to review or modify the email before it is sent.

Follow the steps below to enable Email Dialog on posting:

  1. We start in the Document Dispatch - Administrator role.
  2. Open Dispatch Profiles from the Setup menu in the ribbon bar.
  3. Select the Dispatch Profile with the Output Type Email.
  4. In the ribbon, click Output Type Settings to open the configuration page.
  5. Enable Email Dialog on posting.

Enable Attachment Selection for Automatic Sending

When this option is enabled, you can add an additional attachment during the posting process.

Follow the steps below to enable Attachment Selection for Automatic Sending:

  1. We start in the Document Dispatch - Administrator role.
  2. Open Dispatch Profiles from the Setup menu in the ribbon bar.
  3. Select the Dispatch Profile with the Output Type Email.
  4. In the ribbon, click Output Type Settings to open the configuration page.
  5. Enable Attachment Selection for Automatic Sending.

Document Dispatch Output Type Selection

The Output Type selection allows you to choose how documents are sent using the Dispatch profile either via email or through a codeunit. When sending directly from the Document Dispatch FactBox, you can decide whether to dispatch the document as an email or execute it via codeunit, providing flexibility in how documents are delivered.

Follow the steps below to set the Output Type Selection:

  1. We start in the Document Dispatch - Administrator role.
  2. Open Dispatch Profiles from the Setup menu in the ribbon bar.
  3. Press New to create a new Document Dispatch profile.
  4. Enter a name in the Code field to clearly indicate the purpose of this setup. This ensures that the configuration can be easily identified for the intended type of sending. Then choose Selection as the Output Type.
  5. Apply the tab settings you like to use in the checkboxes beside it.
  6. In the ribbon, click Output Type Settings to open the configuration page.

In the Output Type settings, you can enable both Email and Codeunit. This allows you to configure email dispatch as well as the codeunit execution settings.

Dispatch Profile Attachment

Create a Dispatch Profile Attachment

After creating the Dispatch Profile, the next step is to configure an Attachment. There are different types of attachments available, such as:

Attachment Type Description
Report This type allows you to attach a predefined report from the system.
File This type allows you to attach a File.
Codeunit This type allows you to attach a Codeunit attachment.
Report/Codeunit --
Report Selection This type allows you to select a specific report.
Document Central for Dispatch This type allows you to attach documents from Document Central.

| XML |--| | XSD |--|

See also