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Setting Up Email Templates

Document Dispatch can use two types of email templates. You can either use your own HTML templates or the standard email templates from Business Central. Document Dispatch can use two types of email templates. You can either use your own HTML templates or the standard email templates from Business Central.

General Settings for Email Templates

To import the email templates for email notification, the following steps must be completed:

  1. Select the search icon in the menu bar, enter Document Dispatch - Email Templates, or navigate through the role center to the Email Templates tile.
  2. Select/Create a template.
  3. Choose the language you want to edit.
  4. You can now import a template using the "Import" action or create your own template directly in the HTML editor.
  5. Select the shipping profile that should receive an email template.
  6. Open the output type setting of the corresponding shipping profile.
  7. Navigate to the Document Dispatch Template area.
  8. Select your created email template under Standard Email Template.

Info

It is possible to edit email templates directly in Business Central using the HTML editor located on the Email Template page. It is possible to edit email templates directly in Business Central using the HTML editor located on the Email Template page.

Please note

If characters (<>), which normally only occur in the HTML file, are present in the HTML editor, the file may be corrupted.

Placeholders in the Email Template

Placeholders are used to insert dynamic content into the email template. They are replaced with actual values when the email is sent. Define placeholders in the email using the following syntax: %x (e.g. %1, %2, %3, etc.).

Length limitation in the email subject

The email subject is subject to a maximum total length. When placeholders are used in the subject, they are resolved in sequential order.

If an early placeholder (e.g. %1) already consumes the entire available subject length due to a very long value, no space remains for subsequent placeholders and static text elements (e.g. %2, - Invoice 2026). In this case, this content will no longer be displayed in the final subject.

It is recommended to use short and relevant values especially for early placeholders to ensure that subsequent placeholders and static text are also included in the subject.

How to Define Placeholders in the Email Template

To define placeholders in the email template, follow these steps:

  1. Navigate to the dispatch profile for which you want to use the email template.
  2. Open the output type setup.
  3. Use the "Email Placeholders" action to open a list view in which you can define the placeholders for the email template.

There are three ways to fill these placeholders in the output type setup of the dispatch profile:

  1. Data Mapping: Select a data mapping to define the placeholder. The data mapping is defined in the data mapping setup.
  2. Field: Select a field from the table to define the placeholder.
  3. Salutation from BC: Enable the placeholder for the salutation from Business Central. The salutation is defined in the contact.

Please note

The salutation must be defined for each language specified in Document Dispatch. If the salutation is not defined for a language, the email will not be sent and an error will be displayed.

Setup of Multimail Templates

Document Dispatch can use two types of email templates. You can either use your own HTML templates or the standard email templates from Business Central. The multimail email template is used instead of the regular email template when the option "Merge Multimail Emails" is enabled in the output type setup of the dispatch profile and the multimail action is executed. In contrast to the standard email template, it is not possible to define placeholders.

Activation of the Multimail Preview

The following steps must be completed to activate the multimail preview.

  1. Start in the role center Document Dispatch - Administrator.
  2. Open Document Dispatch Setup from the Setup menu in the menu bar and run Module Setup.
  3. Scroll down to the Process Setup tab.
  4. In the Multimail section, enable the checkbox Use Multimail Preview.

General Settings for Multimail Templates

To import the multimail templates for multimail sending, the following steps must be completed:

  1. Select the search icon in the menu bar, enter Document Dispatch - Multimail Templates, or navigate via the role center to the tile Multimail Templates.
  2. Select/Create a template.
  3. Select the language you want to edit.
  4. You can now import a template using the "Import" action or create your own template directly in the HTML editor.
  5. Select the shipping profile that should receive a Multimail template.
  6. Open the output type setting of the corresponding shipping profile.
  7. Navigate to the Multimail Configuration area.
  8. Select the Multimail template in the Multimail Template Code field.

Info

It is possible to edit multimail templates directly in Business Central using the HTML editor located on the Email Template page.

Please Note

If there are characters (<>) in the HTML editor that normally only occur in the HTML file, the file may be corrupted.

See also