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Setting up the Email Output Type

The Email output type enables 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 ribbon 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 easily be identified for the intended dispatch type. Then select Email as the Output Type and select for example table 112 (Sales Invoice Header). The table is required so that the system knows which report to use and from which table the email should be sent.
  5. Apply the tab settings that you want to use in the checkboxes next to it.

Checkbox Options

Checkbox Description
Enable dispatch via the FactBox Enables dispatch via the Document Dispatch FactBox and also enables the FactBox itself. If you do not need this functionality, disable this option.
Enable attachment selection via the FactBox Specifies whether the attachment selection is shown. If enabled, a pop-up window appears during the dispatch process where users can select the attachments that should be sent.
Enable automatic sending Enables automatic dispatch 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 – Prepare Pending Entries'' Specifies whether document generation should be processed via the job queue. This option improves performance by generating documents in the background instead of during document conversion.
Enable confirmation for automatic dispatch Requires confirmation before automatic dispatch continues. If enabled, authorized users must confirm dispatch before the process continues. The entry initially receives the status “Confirm”.
Use dynamic setup Enables dynamic setup, which uses dynamic business partner mappings to identify the recipient and their email address. Further details can be found in the section Setting up a Document Dispatch Dispatch Profile.
Check for not sent entries Enables the dispatch profile for sending not sent dispatch entries on the page Not Sent Dispatch Entries. If it is not enabled, the profile is not considered.
Create not sent entries Enables creation of not sent dispatch entries for the dispatch profile table if no valid profile is found during the posting process.
Default language code Specifies the default language code that is used to identify the language.
Page Specifies the page linked to 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.

Output Type Setup

The output type setup 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 by 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 ribbon bar.
  3. Select the dispatch profile with the Email output type.
  4. Click Output Type Setup to open the configuration page.

Email

Email Template Type

In Document Dispatch, you can define which email template is used when sending documents by 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 ribbon bar.
  3. Select the dispatch profile with the Email output type.
  4. Click Output Type Setup to open the configuration page.
  5. In 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 using the Multimail function, as well as when processing email sending via 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 result in 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 the following source.

Source: Microsoft Graph - Limits

Recipient Setup

In the Recipient Setup section you will find the option Combine Email. This option is used to combine email addresses from the advanced recipient setup, the business partner setup, and the dynamic setup so that recipients can be included in the To, CC, and BCC fields at the same time when sending emails.

Follow these steps to enable Combine Email:

  1. We start in the role Document Dispatch - Administrator.
  2. Open Dispatch Profiles in the Setup menu in the ribbon bar.
  3. Select the dispatch profile with the Email output type.
  4. Click Output Type Setup to open the configuration page.
  5. Enable Combine Email in 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 the Email Placeholders action in the ribbon bar to configure the placeholders for the template.
  4. Click the Email Signature field to enable a signature.
  5. Click 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.

Enabling 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. Run the Output Type Setup action in the ribbon bar.
  3. Enable the checkbox Merge Multimail Emails.

Info

Email merging is now enabled and can be used. From now on, 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 enabled, each email is sent separately and the default email template is used.

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. Run the Output Type Setup action in the ribbon bar.
  3. Enable the checkbox Delayed Sending.

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 these steps to set a delayed dispatch time:

  1. We start in the role Document Dispatch - Administrator.
  2. Open Dispatch Profiles in the Setup menu in the ribbon bar.
  3. Select the dispatch profile with the Email output type.
  4. Click Output Type Setup to open the configuration page.
  5. Navigate to Delayed Dispatch Time.
  6. Enter the desired dispatch time in the Delayed Dispatch Time field.
  7. Every delayed Document Dispatch entry originating from the dispatch profile will now only be processed via the job queue after the configured time has passed.

Setting up automatic sending

The dispatch profile can be configured to automatically send emails when posting. In some cases, however, you may want to change the email text, add additional information, or change attachments.

Warning

Enabling this option can affect the posting workflow. For example, when posting invoices, an additional dialog may appear asking whether the email dialog should be opened or an attachment should be added.

Enable the dialog during posting

If the Automatic Sending on Posting option is enabled, emails are normally sent immediately after posting without user interaction. Enabling the Email Dialog on Posting allows the user to review or modify the email before sending.

Follow these steps to enable the email dialog on posting:

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

Enable attachment selection for automatic sending

If 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 ribbon bar.
  3. Select the dispatch profile with the Email output type.
  4. Click Output Type Setup to open the configuration page.
  5. Enable Attachment selection for automatic sending.

Document Dispatch Output Type Selection

The output type selection allows you to define how documents are sent using the dispatch profile, either by email or via a codeunit. When dispatching 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 up output type selection:

  1. Start in the role Document Dispatch - Administrator.
  2. Open Dispatch Profiles in the Setup menu in the ribbon 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 easily be 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 Output Type Options 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 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 different 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 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 the document central.

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

See also