Using the Multimail Function
The Multimail function allows you to send multiple emails at the same time. This documentation explains how to use the Multimail function.
Running the Multimail Function
The following steps explain how to use the Multimail function:
- Navigate to Posted Sales Invoices.
- Select the posted sales invoices you want to send emails for.
- In the action bar, choose Print/Send and run the Multimail action.
Info
The Multimail function is implemented on the following pages:
- Posted Sales Invoices
- Posted Sales Credit Memos
- Issued Reminders
- Sales Quotes
- Sales Orders
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
Using the Multimail Preview
The following section explains how to use the Multimail Preview. When preview is enabled, users can review the email attachments, include or exclude specific records or attachments, and adjust recipient addresses before sending.
The Multimail Preview shows the following information:
| Field | Description |
|---|---|
| Type | Defines the different levels within the preview. The top level represents the used Dispatch Profile and marks the start of a new email. The second level lists the detected records. The third level shows the email attachments. |
| To Addresses | Displays the primary recipients of the email. |
| Cc Addresses | Displays the recipients in the Cc field. |
| Bcc Addresses | Displays the recipients in the Bcc field. |
| Include | Defines whether the respective level is included in the email. |
Additionally, an Email Template can be selected in the Multimail Preview, which will be used for sending.
Info
If the Summarize Multimail Emails option is enabled in the Dispatch Profile, only Multimail-specific templates are shown when selecting the template in the preview. This means only templates explicitly released for Multimail are displayed. If the option is disabled, all available templates are displayed. This helps ensure that only suitable templates are used for batch sending.
Changing Email Addresses
To change email addresses before sending:
- Select a top-level entry in the Multimail Preview.
- Choose the Change Email Addresses action.
- Enter the required addresses manually or choose the text next to the fields to select predefined email addresses from the customer/vendor.
- Choose OK to save the changes.
Info
If email addresses were changed and Multimail sending is executed, the changed addresses are stored in the generated entries in the Document Dispatch Queue.
Including or Excluding Levels
The following steps explain how to include or exclude specific levels in the Multimail Preview:
- Select the level (record or attachment) that should not be sent.
- Toggle the Include field to switch the selection.
Info
- If a top-level entry is excluded, the entire email is not sent.
- If a second-level entry is excluded, the email is sent without the corresponding record and without the related attachments.
- If an attachment is excluded, the email is sent without that attachment.
- Entries excluded in the preview are marked in the Document Dispatch Queue with the status Canceled once sending is completed.