Send unhandled emails and attachments
- 5 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 the associated document list. This list shows documents which are ready to send with an email template in Document Output. Just like other lists in Business Central, you can filter and search for specific lines, and you can open each associated record from the No. column.
To see how Document Output applies the email template, choose Open E-Mail.
View and edit generated emails
The E-Mail 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.
Note
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. Therefore it’s best to send any open email before navigating to another task. 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)