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Email Dialog

When using the Document Dispatch FactBox, the action Send Dialog can be executed. When this action is executed, a dedicated dialog page opens before the email is sent. In this dialog, key email properties can be modified.

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 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 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 bypassed technically.

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

Source: Microsoft Graph - Limits

Changing the Sender/'From' Email Address

During sending via the dialog, the From field can be changed, just like in the standard Business Central UI. To change the sender email on the Email Dialog page, follow these steps:

  1. Click the three dots in the From field. A page should open showing the email accounts.
  2. Select the email account to be used for sending and click OK.

Easily manage multiple email addresses

If multiple email addresses are entered into an email field, a small button with three dots appears next to it. Clicking this button opens a list view where the individual email addresses can be clearly reviewed, edited, removed, or added. This is especially helpful for long email strings. This feature is only available for fields with manual email addresses.

Editing the Email Body with Rich Text, HTML, and Placeholders

The Email Dialog provides multiple options for editing the email body. Depending on the requirement, users can choose between simple Rich Text editing, direct HTML adjustment, or manual modification of placeholders.

Editing with the Rich Text Editor

By default, the email body can be edited directly in the dialog using a Rich Text Editor. This editor allows convenient formatting without HTML knowledge. Supported features include:

  • Text formatting such as bold, italic, underline
  • Bulleted and numbered lists
  • Hyperlinks
  • Tables
  • Other basic formatting elements

Editing with the HTML Editor (CodeMirror)

Using the Edit HTML action, the email content can be adjusted in source mode. An HTML editor based on CodeMirror is used and provides the following features:

  • Syntax highlighting for HTML
  • Structured view with indentation

This option is especially suitable for technically experienced users who need full control over the email HTML code.

Adjusting Placeholders in the Email Body

If the email body is taken from a template, it typically contains placeholders (e.g. %1, %2, %3) which are automatically replaced with actual values during sending.

Using the Email Placeholders action, these placeholders can be manually filled with custom content before sending.

Procedure:

  1. Open the Email Dialog and choose the Email Placeholders action.
  2. Enter the required information for the existing placeholders.
  3. The updated values are automatically applied to the email body when confirmed.

Info

Placeholder adjustments apply only to the current email. The underlying email template remains unchanged.

To display the related source records from the Email Dialog, simply use the Show Source Documents action on the Email Dialog page. A page opens showing the related records.

Adding Attachments from Source Records to the Email

To add attachments from the source records to the Send dialog, follow these steps:

  1. On the Attachments page, choose the Add File from Source Document action.
  2. If attachments exist on the sources, a new page opens. Select one or more attachments and click OK.
  3. The attachment is added.

Info

Attachments to source records can be added using the Business Central standard FactBox on the source records.

Merging PDF Attachments Afterwards in the Email Dialog

Within the Email Dialog, users can merge multiple PDF attachments into a single file before the email is sent. This functionality is available via the Merge PDF Attachments action.

How to Merge PDF Attachments

To merge PDF attachments in the Email Dialog, follow these steps:

  1. Choose the Merge PDF Attachments action in the Email Dialog.
  2. A wizard opens where you can specify the name of the new merged file.
  3. Below the file name field, a list of all attached PDF files is displayed.
  4. Assign each file an order number to define the sequence in which they will be merged.
    • The sequence is defined numerically (e.g. for three files: 1 2 3).
    • If a different order is required, adjust the sequence accordingly (e.g. 3 2 1 or 2 3 1).
  5. Once the order is defined, confirm the process to merge the files into a single PDF.

The newly merged file replaces the original attachments in the email, so all selected documents are sent as one single, correctly ordered PDF.