Automate Document Email Sending with Print Management in D365 FO

In modern-day business, it is crucial to send various documents, including invoices and confirmations, to customers and vendors. 

Dynamics 365 Finance and Operations provides a Print Management feature that automates this process. 

However, utilizing this function requires configuring email parameters.

This blog post will delve into the Print Management setup and provide an in-depth exploration of how to automatically retrieve emails from customers or vendors. 

Email Parameter Setup

To begin, it's important to configure the email settings in order for the system to send emails successfully. Without this step, the email functionality will not work.

Access "Email parameters" in System administration's setup menu to configure email settings.

Global vs. Personalized Settings

In Dynamics 365 Finance and Operations, you have the ability to configure settings globally for the entire legal entity. However, you can also customize these settings for specific customer or vendor records. 

For Print Management, it's the same. 

In this article, we will discuss how to set up Print Management for a legal entity to print sales order confirmations.

Print Management Setup

To reach the Print Management form, navigate to Form setup under Accounts receivable > Setup > Forms, with a similar path for Accounts payable, but a different entry menu. 

Navigate to General and access the Print Management form to proceed

Click on the printer setup and select the relevant document, such as the Sales order confirmation.

Choose the "Email" option to explore potential actions.

Customer Primary Contact

Selecting this option will access the customer's main contact information stored in their record.

Customer Purpose

Before using this feature, it's essential to verify the current contact details. 

Navigate to the Organization administration > Global address book > Address and contact information purpose. 

You can use the predefined objectives or create your own as per your needs.

Remember to check the Contact information box to enable its use for customer emails.

Ensure to add a specific tag for the purpose of each email by accessing Advanced settings. 

If your email retrieval is configured on Print Management, you can send emails to those addresses.

Worker Title

To create a worker title, select the worker title option in the Print Management form and choose from the available list.

The program will find all the main emails of employees with the same job title in the same company.

Sending Emails

The email will be sent using default Print Management settings from the form, after running confirmation at the end of the process.

Conclusion

To sum up, Dynamics 365 Finance and Operations has a useful feature that allows you to automatically receive emails from customers or vendors. 

This means you can automate the process of sending important documents like invoices and confirmations.

By simply following the steps mentioned earlier, you can easily set up the Print Management function and make your business processes more efficient.