Sending E-Mail Notifications

Sending E-Mail Notifications Once the E-Mail settings have been defined and put in place, you are ready to begin sending E-Mail notifications. Depending on the type of communication, E-Mail notifications can be sent individually (i.e. directly from the released order), or they can be sent in batches from the Processing menu found in the E-Mail folder. This chapter will focus on the processes and procedures you will need to follow in order to generate E-Mail notifications. Creating/Updating the E-Mail List Customer cards and supporting Ship-To address cards, as well as Vendor cards and supporting Order-From address cards can have E-Mail lists associated with them. This list is where individual E-Mail addresses are stored, as well as the types of notifications that are eligible to be sent to the E-Mail address listed. Individual forms can also have an E-Mail list associated with them that is specific to the document being reviewed. The steps for adding an address to the E-Mail list are the same regardless of where they are initiated. Before a user can add, modify, or delete an E-Mail address they must be associated with an E-Mail User Rule. Please reference the Formatting an E- Mail document for information on the E-Mail User Rule setup and application. Updating the Customer/Vendor Card To add E-Mail addresses to the E-Mail List from the Customer or Vendor card, follow the steps below: The following steps will be initiated from the Customer Card. However, the same steps would apply for the vendor card by going to Purchases > Order Processing > Vendors. 1. Open the Customer card (Sales & Marketing > Sales > Customers). Select a customer record. 1

2. Select E-Mail List from the Navigate menu. Figure: Customer card > E-Mail List button 3. The E-Mail List Entries window displays. In the Name field, type the name of the person who will be receiving the E-Mail. Figure: E-Mail List Entries 4. In the E-Mail field, type the E-Mail address for the recipient. 5. Place a check in the Use for Ship-to/Order Address field, if the addressee listed on this window is also associated to all Ship-to/Order Addresses associated with this card. For Example: You have a customer with multiple ship-to addresses, and there is one person who needs to be updated each time a shipment goes out. You would enter their E-Mail address, check the Use for Ship-to/Order Address field, and select them as the To: on the Sales Shipment E-Mail. 6. Scroll to the right and select the documents that this E-Mail recipient will receive. In the selection box indicate whether this E-Mail address will appear in the To, CC, or BCC field. 2

Leaving a field blank indicates that this recipient will NOT receive that particular E-Mail format. 7. Continue to select E-Mail types for this recipient. 8. Continue to add additional E-Mail addresses if necessary. Updating the Ship-to/Order-From Card E-Mail lists can be created that are specifically linked to a Customer s Ship-To or Vendor s Order-From addresses. The steps for creating these lists are identical, once the specific card has been accessed. Modifying Ship-to Address E-Mail Lists 1. Open the Customer card. 2. Select Ship-to Addresses from the Navigate menu. Open the Ship-to Address card you need. 3. Go to the Navigate tab > E-Mail List button. The E-Mail list displays. Figure: Ship-To card > E-Mail List button 4. Enter the desired E-Mail address(es) for this Ship-to address. Modifying Order-From E-Mail Lists 1. Open the Vendor card (Purchase > Planning > Vendors > highlight desired Vendor record and click on Edit). 3

2. Select Order Addresses from the Navigate menu. Open the Order Address card you need to modify. 3. Go to the Navigate tab > E-Mail List button. The E-Mail List displays. 4. Enter the E-Mail address(es) for this Order Address. Adding an E-Mail Address to a Particular Form E-Mail notifications can be sent from various windows. An E-Mail format and rule must exist for the E-Mail being sent, and the E-Mail notification must be marked on the E-Mail Setup window. E-Mails can be generated from the following areas within NAV: This section addresses how to update the E-Mail list from a processing window. For the purposes of the example below, an E-Mail list will be updated from the Sales Order window. However, the same steps could be followed for any of the forms identified in the graphic above. Follow the steps below to add an E-Mail recipient at the time of processing. 1. Open the Sales Order window: Sales & Marketing > Order Processing > Sales Orders. The Sales Order window displays. 2. Select the Sales Order you wish to send. 4

Figure: Sales Order window 3. Select E-Mail List from the Navigate menu. The E-Mail List Entries window displays. Figure: E-Mail List Entries window The E-Mail Entries list that displays does not display any defaults that may have been defined on the customer card or associated Ship-to addresses. If there are any entries associated with the Customer Card, they will display at the time the E-Mail notification is generated. 4. In the Name field, type the name of the person who will be receiving the E-Mail. 5. In the E-Mail field, type the E-Mail address of the recipient. 6. Scroll to the Sales Order Conf. E-Mail column and select whether this recipient will appear in the To, CC or BCC field. This recipient (in addition to any recipients already in the E-Mail List for the applicable Customer and/or Ship-to) will receive an E-Mail confirmation when the Sales Order Confirmation is sent. 5

Sending E-Mails E-Mail notifications can be sent from the individual forms within NAV, or they can be sent in batches from the E-Mail Processing menu. This section will walk you through the process of sending E-Mail Notifications. Sending an Individual E-Mail Notification Follow the steps below to send an E-Mail notification directly from a processing window. For the purposes of the example below, an E-Mail list will be updated from the Sales Order window. 1. Open the Sales Order window (Sales & Marketing > Order Processing > Sales Orders). 2. Select the Sales Order you wish to send. E-Mail List Entries must exist for this E-Mail to be generated. 3. Select the E-Mail Confirmation button from the Actions menu. An E-Mail List Entries window displays. If this customer does not have an E-Mail Rule associated with it, a warning message will display. Figure: Edit E-Mail List Entries If there are no entries listed in this window, then no entries were made on the Customer card or Ship-to Address card, and no entries were made on the Order. 6

If you have the user rights to do so, you may enter an E-Mail address directly on this form. 4. Click the OK button to send an E-Mail confirmation to the selected recipient. The E-Mail confirmation is sent. Review the image below to see the delivery format: Figure: E-Mailed Sales Order Confirmation Once an E-Mail confirmation has been processed, the E-Mail Confirmation Handled checkbox will be marked on the E-Ship tab of the Sales Order. A check in the E-Mail Confirmation checkbox indicates that the E-Mail Confirmation process ran; it DOES NOT guarantee that an E-Mail was generated. 5. Open the E-Ship fast tab of the Sales Order. 7

Figure: Sales Order > E-Ship fast tab Notice in the image above that the E-Mail Confirmation field has a checkmark displayed. If you attempt to E-Mail this confirmation again, you will receive the following message: Figure: E-Mail Confirmation Warning Message The same steps listed above can be executed from any form within the system, for which E-Mail is an available option. E-Mailing Batches Rather than opening individual forms and selecting them for E-Mail, E-Mails can be sent in batches based on the document you wish to send. This function is launched from Shipping & Receiving > E-Mail. 8

The same rules will still apply when processing E-Mails in batches: 1) a rule must be established, and 2) an E-Mail address for the specified document must exist on the supporting card. Sending Sales/Purchase Confirmations Based on the image above, you can see that when sending Sales or Purchase confirmations, you must select the type of document you wish to send. Follow the steps below to execute a batch of Sales Order Confirmation E-Mails. In the example below the Sales Confirmation form will be used. However, the steps are the same when processing a Purchase Confirmation. 1. Go to Shipping & Receiving > E-Mail. 2. Select Send Sales Order Confirmations. A filter selection window displays. 9

Figure: Send Sales Order Confirmations window 3. In the Document Type field, select the type of confirmation you wish to send from the Drop-down filter. Example: Order 4. In the No. field, type a specific number or a range of order numbers. Leaving this field blank will generate an E-Mail notification for any order that: - Has an E-Mail Rule set for Sales Order Confirmations - Has an E-Mail addressee set to receive Sales Order Confirmations - Does not have a check in the E-Mail Confirmation Handled checkbox 5. In the Sell-to Customer No. field, type a specific customer ID or enter a range of customers. Leaving this field blank will generate an E-Mail for any customer that meets the criteria listed above. 6. Click the Print button. The E-Mail confirmations are sent. The E-Mail Confirmation Handled checkbox on the individual document will be selected for any order for which a confirmation was generated. 10

Generating Other E-Mails The steps for generating any of the other types of E-Mails are similar to the steps listed above. The only difference is that there is no selection for a type. The document named from the menu is the document you will be generating. For Example: To generate a Bill of Lading Notice, follow the steps below. 1. Go to Shipping & Receiving > E-Mail. 2. Select Send Bill of Lading Notice. A filter selection window displays. Figure: Send Bill of Lading Notice window 3. In the No. field, type or select an individual BOL number or a range. 4. In the Ship-to No. field, type or select an individual Ship-to No. or a range. 5. Click the Print button to generate the E-Mails. 11

Leaving a field blank will generate an E-Mail notification for any order that: - Has an E-Mail Rule set for Bill of Lading - Has an E-Mail addressee set to receive Bills of Lading - Does not have a check in the E-Mail Confirmation Handled checkbox Batch E-Mails can be generated as part of periodic activities or after-hour processing. Viewing the Outbox of the E-Mail client on the machine where the E-Mails were generated will show the E-Mail notifications that were generated. 12