Using the Multimail Functionality
The Multimail Functionality can be used to send multiple emails at once. This documentation explains how to use the Multimail function.
Execute the Multimail Function
The following steps explain how to use the Multimail functionality:
- Navigate to Posted Sales Invoices.
- Select the posted sales invoices for which you want to send emails.
- Click on Print/Send in the ribbon bar and execute the action Multimail.
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The Multimail Functionality is implemented on the following pages:
- Posted Sales Invoices
- Posted Sales Credit Memos
- Issued Reminders
- Sales Quotes
- Sales Orders
Using the Multimail Preview
The following section explains how to use the Multimail Preview. When the preview is enabled, users can view the email attachments, include or exclude specific records or attachments, and modify recipient email addresses before sending the emails.
The Multimail Preview displays the following information:
| Field | Description |
|---|---|
| Type | Specifies the different levels within the Multimail preview. The top level represents the dispatch profile and marks the start of a new email. The second level lists the records selected for dispatch. The third level shows the attachments included in the email. |
| To Addresses | Displays the primary recipients of the email. |
| Cc Addresses | Displays the recipients receiving a carbon copy of the email. |
| Bcc Addresses | Displays the recipients receiving a blind carbon copy of the email. |
| Include | Indicates whether the current level will be included in the final email. |
Additionally, in the Multimail Preview, users can also select the email template that should be used for the email being sent.
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If the "Merge Multimail Emails" option is enabled in the dispatch profile, the template selection in the Multimail Preview will be filtered to only show Multimail-specific templates. This means that only templates marked for use with Multimail will be visible. If the option is disabled, all available templates will be shown in the list. This helps ensure that only appropriate templates are used when multiple records are sent in a single email.
Changing the Email Addresses
To change the email addresses before sending:
- Select a top-level entry in the Multimail Preview.
- Click the action Modify Email Addresses.
- Enter the desired email addresses manually, or click the link on the right side of each field to choose from the predefined business partner email addresses.
- Click OK to confirm and save the changes.
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If the email addresses are changed and the Multimail process is executed, the updated email addresses will be stored in the created Document Dispatch queue entries.
How to Include/Exclude 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 included.
- Click on the Include checkbox to toggle inclusion/exclusion.
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- If a top-level entry is excluded, the entire email will not be sent.
- If a second-level entry is excluded, the email will be sent without the corresponding document and attachments.
- If an attachment is excluded, the email will be sent without that specific file.
- Document Dispatch queue entries that were excluded in the preview will be marked as Cancelled once the Multimail process is completed.