Send unhandled emails and attachments
- 6 Min.
As soon as you install Document Output, your Business Central Role Center gets a set of handy new cue groups. The cues for unhandled documents take you straight to documents that are ready to send with Document Output’s email templates.
Unhandled documents lists
Each unhandled document cue opens a filtered view of the associated document list, with added actions and functions for Document Output.
You have the flexibility to choose how to filter for unhandled documents to match your company's needs. For example, you could filter this list to only show documents that have:
- less than 1 No. Printed by Business Central.
- not yet fully completed the Output Profile configured, as shown by an empty checkbox in the Handled (DO) column.
- less than 1 entry in Document Output's Email Log.
- a Posting Date after a set date.
Once you configure the filters as required, use the Save Default Filter action.
The options in the Action Bar then allow you to quickly:
- check how Document Output has applied the relevant email template, using the Open E-Mail action.
- apply the relevant Output Profiles for all the documents, using the Send all to Queue action.
View and edit generated emails
When you open an email from the unhandled documents list, the page looks much like any other email client program, such as Microsoft Outlook, where you can view and edit:
- From and to email addresses, including CC and BC addresses
- Subject text
- Email body text content and style
- Signatures
- Attachments
You can send the email to the recipient from the action bar.
Hinweis
Once you open an email from the unhandled document list, the value in the No. Printed field increases by one. This can have the effect of removing the document from the list of unhandled documents if it is included in the default filter for unhandled documents. When making changes to email templates, many users prefer to use a sandbox demo environment, so that they can preview changes without the worry of accidentally sending misleading emails to customers and vendors. Continia partners can create demo environments at our PartnerZone website.
Identifying merged data in email templates
Email templates are constructed from a combination of fixed text and merge fields. Merge fields bring in numbers, text, images and hyperlinks sourced from Business Central reports, tables and records such as customer cards. The image of the example Credit Memo email includes merged data in:
- the subject line
- the attachment file name
- the email body text
- the signature
The signature is included as a merge field in the template email, but is itself created from a sub-template of merge fields.
Using merge fields in your emails in this way, Document Output makes it easier for you to include accurate and relevant details. However, it also means that information such as phone numbers and contact names only need to be updated in the source location on Business Central, rather than in each email template. The next module in this learning path introduces how to adjust email templates to show your company style and include your required content.
Scenario
In this scenario video, Cronus has just installed Document Output and Ester is now starting to look at the email templates. She takes a look at a sales credit memo that’s ready to send, to see what the email template has generated.
Ester needs to work on these tasks:
- Find Document Output’s unhandled document CueGroups on the Role Center
- Generate an email with Document Output’s email template
- Check how the merge fields, formatting, and attachments have been applied to a sales credit memo
- Adjust the attachments and email contents before sending it to the customer
Other resources
More learning resources for this topic include:
- Getting Started with Continia Document Output (Continia Docs article)
- Handled by DO (Continia Docs article)