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Setting Up the Email Output Type

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

Creating an Email Output Type

Follow these steps to set up an Email output type:

  1. We start in the role Document Dispatch - Administrator.
  2. Open Dispatch Profiles in the Setup menu in the menu bar.
  3. Press New to create a new Document Dispatch 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 Dispatch type. Then select Email as the Output Type and choose, for example, Table 112 (Sales Invoice Header). The table is required for the system to know which report to use and from which table the email should be sent.
  5. Apply the tab settings you want to use in the Checkboxes next to it.

Checkbox Options

Checkbox Description
Enable sending via the Factbox Activates sending via the Document Dispatch Factbox and enables the Factbox itself. If you do not need this feature, disable this option.
Enable attachment selection via the FactBox Indicates whether the Attachment Selection is displayed. If enabled, a pop-up window appears during the Dispatch process, allowing users to select the attachments to be sent.
Enable automatic sending Activates the automatic sending of the Dispatch profile. If enabled, converting or posting the corresponding Business Central document triggers the Dispatch process. This feature is only available for standard sales and purchase processes.
Processing via the Job Queue entry 'Document Dispatch - Preparing Pending Entries' Indicates whether document creation should be processed via the Job Queue. This option improves performance by processing document creation in the background rather than during document conversion. To use this feature, you must enable Automatic Sending.
Require confirmation for automatic sending Requires confirmation before the automatic sending continues. If enabled, authorized users must confirm the sending before the process continues. The entry initially receives the status "Confirm".
Use dynamic setup Activates the dynamic setup, which uses dynamic business partner mappings to identify the recipient and their email address. For more details, see the section Setting Up a Document Dispatch Dispatch Profile.
Check for unsent entries Activates the Dispatch profile for sending unsent dispatch entries on the Unsent Dispatch Entries page. If it is not active, the profile will not be considered.
Create unsent entries Activates the creation of unsent dispatch entries for the Dispatch profile table when no valid profile is found during the posting process.
Default language code Specifies the default language code used to identify the language.
Page Specifies the page associated with the selected table. This page is used in the Document Dispatch Queue and allows users to open the Business Partner record directly from the queue entry.

Setting Up the Output Type

The setup of the output type defines how documents are sent using the selected output method. For example, if you use Email, you can configure the basic settings required to send documents via email.

Follow these steps to open the output type settings:

  1. We start in the role Document Dispatch - Administrator.
  2. Open Dispatch Profiles in the Setup menu in the menu bar.
  3. Select the Dispatch Profile with the Email output type.
  4. Click on Output Type Settings in the menu bar 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 role Document Dispatch - Administrator.
  2. Open Dispatch Profiles in the Setup menu in the menu bar.
  3. Select the Dispatch Profile with the output type Email.
  4. Click on Output Type Settings in the menu bar to open the configuration page.
  5. In the Email Template Type, select Document Dispatch or Business Central Standard.
  6. The template configuration changes depending on whether you select Document Dispatch or Business Central Standard.

Microsoft Limitation

Microsoft 365/Exchange Sending Limit

When sending large volumes of emails or emails with large attachments via the MultiMail function, as well as processing email shipments through the Job Queue, the server-side sending limits of Microsoft 365/Exchange may be exceeded (e.g., 150 MB total size of emails and attachments per mailbox within 5 minutes).
This can lead to errors (Status code 429 – IncomingBytes limit exceeded).

This limitation is a documented Outlook service restriction, applies per mailbox (regardless of the number of applications used), and cannot be technically bypassed.

To understand this and other limitations, we recommend reviewing the following source.

Source: Microsoft Graph - Limits

Recipient Setup

In the Recipient Setup section, you will find the option to combine emails. This option is used to combine email addresses from the advanced recipient setup, business partner setup, and dynamic setup, allowing recipients in the To, CC, and BCC fields to be included simultaneously when sending emails.

Follow these steps to enable email combining:

  1. We start in the role Document Dispatch - Administrator.
  2. Open Dispatch Profiles in the Setup menu in the menu bar.
  3. Select the Dispatch Profile with the Email output type.
  4. Click on Output Type Settings in the menu bar to open the configuration page.
  5. Enable Combine Emails in the Recipient Setup.

Document Dispatch Email Template

Setting Up the Document Dispatch Email Template

Follow these steps to set up the Document Dispatch Email template:

  1. Configure a template using Setting Up Email Templates.
  2. Select a template in the Default Email Template field.
  3. Click on the Email Placeholders action in the menu bar to configure the placeholders for the template.
  4. Click on the Email Signature field to enable a signature.
  5. Click on the Email Signature Placeholders and Email Signature Assignment actions to configure the signature.

MultiMail Configuration

Setting Up the MultiMail Template

Follow these steps to set up the MultiMail template:

  1. Configure a template using Setting Up MultiMail Templates.
  2. Select a template in the MultiMail Template Code field.

Activating Merging for MultiMail

Follow these steps to merge MultiMail emails:

  1. Select the Dispatch profile with the Email output type for which you want to configure merging.
  2. Perform the Output Type Setup action in the menu bar.
  3. Enable the Merge MultiMail Emails checkbox.

Info

Merging of emails is now activated and can be used. Now, all emails created by MultiMail that have the same "To" email address and the same Dispatch profile will be merged into one email with all found attachments. If email merging is not activated, each email will be sent separately, using the default email template.

Setting Up Delayed Sending for MultiMail Entries

The following steps must be completed to enable delayed sending of MultiMail entries.

  1. Select the Dispatch profile with the Email output type for which you want to configure delayed sending.
  2. Perform the Output Type Setup action in the menu bar.
  3. Enable the Delayed Sending checkbox.

Delayed Sending 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 Sending 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 these steps to set a delayed sending time:

  1. We start in the role Document Dispatch - Administrator.
  2. Open Dispatch Profiles in the Setup menu in the menu bar.
  3. Select the Dispatch Profile with the Email output type.
  4. Click on Output Type Settings in the menu bar to open the configuration page.
  5. Navigate to Delayed Sending Time.
  6. Enter the desired sending time in the Delayed Sending Time field.
  7. Any delayed Document Dispatch entry originating from the Dispatch profile will now only be processed through the Job Queue after the configured time has elapsed.

Setting Up Automatic Sending

The Dispatch profile can be configured to send emails automatically when posting. However, in some cases, you may want to change 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 box may appear asking whether to open the email dialog or add an attachment.

Enabling the Dialog When Posting

When the Automatic Sending When Posting option is enabled, emails are usually sent immediately after posting without user interaction. However, enabling the email dialog when posting allows the user to review or change the email before sending.

Follow these steps to enable the email dialog when posting:

  1. We start in the role Document Dispatch - Administrator.
  2. Open Dispatch Profiles in the Setup menu in the menu bar.
  3. Select the Dispatch Profile with the Email output type.
  4. Click on Output Type Settings in the menu bar to open the configuration page.
  5. Enable Email Dialog When Posting.

Enabling Attachment Selection for Automatic Sending

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

Follow these steps to enable attachment selection for automatic sending:

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

Document Dispatch Output Type Selection

The output type selection allows you to specify 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 the document is sent as an email or executed via a codeunit. This provides flexibility in document delivery.

Follow these steps to set the output type selection:

  1. Start in the role Document Dispatch - Administrator.
  2. Open the Dispatch Profiles in the Setup menu in the menu bar.
  3. Click New to create a new Document Dispatch 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 Dispatch type. Then select Selection as the Output Type.
  5. Apply the desired tab settings in the Checkboxes next to it.
  6. Click on Output Type Options in the menu bar to open the configuration page.

In the output type settings, you can enable both Email and Codeunit. This allows you to configure email sending as well as execution settings for the codeunit.

Dispatch Profile Attachment

Creating a Dispatch Profile Attachment

After creating the Dispatch profile, the next step is to configure an attachment. There are various types of attachments, 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.
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 the Document Central.

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

See Also