Feature Overview
Document Handling Users is a small but important setup table that maps BC user IDs to Salesperson/Purchaser codes. Its primary purpose is to support personalised email sender addresses and dynamic signatures — when the Default Sender in Document Handling Setup is set to "Document Handling User", the app looks up the sending user in this table and uses the email address of the linked salesperson/purchaser as the sender of the outgoing email.
This feature is relevant in organisations where multiple salespeople or purchasers share a BC environment and each person should appear as the individual sender of their own documents, rather than all emails coming from a shared SMTP mailbox. When a user sends a Sales Invoice, for example, the email will appear to come from their own email address — provided the salesperson/purchaser record has an email address configured and the appropriate Exchange permissions ("Send on behalf of" or "Send as") have been granted in the Exchange Admin Center.
The Use Document Salespers./Purch. Code flag on each user record provides an additional nuance: when enabled, the signature data is taken from the salesperson/purchaser assigned to the document being sent (e.g. the Salesperson Code on the Sales Invoice), rather than from the salesperson/purchaser linked to the user who is clicking Send. This is useful in scenarios where a back-office user processes and sends documents on behalf of account managers.
Key Facts
| Topic | Detail |
|---|---|
| Where to configure | Document Handling Users |
| Purpose | Maps BC users to Salesperson/Purchaser codes for sender address and signature |
| Dependency | Default Sender in Document Handling Setup must be set to "Document Handling User" |
| Exchange requirement | "Send on behalf of" or "Send as" permission required in Exchange Admin Center per user |
| Use Document Salespers./Purch. Code | When on, uses the salesperson on the document rather than the one linked to the sending user |
| Default setup | The current user is automatically added during Default Setup |
Getting Started
- Open Document Handling Setup and set Default Sender to Document Handling User.
- Open Document Handling Users (accessible from Document Handling Setup or via search).
- Add a row for each BC user who sends documents. Set the User ID to the user's BC login and assign a Salespers./Purch. Code.
- On the linked Salesperson/Purchaser record, verify the E-Mail field is filled in — this is the address that will appear as the sender.
- In Exchange Admin Center (EAC), configure "Send on behalf of" or "Send as" permissions for each user against the SMTP account used by BC.
- Send a test document as one of the configured users and verify the From address is correct.
Related Features
Document Handling Users works closely with Email Signatures — when "Use Salespers./Purch. Code from Document Handling User" is enabled on a template, the signature fields are resolved using the data from the salesperson/purchaser linked here. It also works with Email Sending & Sending Profiles — the Default Sender setting in Document Handling Setup controls whether this mapping is active at all. When Enable Current User is used on a template instead, User Setup is used directly and the Document Handling Users table is not needed for signature resolution.
User Stories
US-01: Configure a user to send emails from their own email address
As a IT Manager
I want to configure Document Handling Users so that each salesperson's emails appear to come from their own email address
So that customers can reply directly to the right person
Setup:
- Open Document Handling Setup and set Default Sender to Document Handling User.
- Open Document Handling Users and add a row for each salesperson.
- Set User ID to the BC user name and Salespers./Purch. Code to their salesperson code.
- Verify the E-Mail field on the salesperson/purchaser record is filled in.
- In Exchange Admin Center, grant "Send on behalf of" or "Send as" permissions for each user.
US-02: Allow a back-office user to send on behalf of the account manager assigned to the document
As a IT Manager
I want to configure a back-office user to send documents using the salesperson/purchaser assigned to the document, not the user's own linked code
So that customers receive emails that appear to come from the account manager responsible for their account, even when the document is processed by someone else
Setup:
- Open Document Handling Users and find the back-office user's row.
- Enable Use Document Salespers./Purch. Code for that user.
- When this user sends a document, the app reads the Salesperson Code on the document header and uses that person's email as the sender, rather than the back-office user's linked salesperson.
US-03: Review or update the current user's Document Handling Users entry after default setup
As a IT Manager
I want to review the Document Handling Users record created during default setup for the current user
So that I can verify the correct salesperson code is assigned and adjust if needed
Setup:
- Open Document Handling Users.
- The default setup automatically creates an entry for the user who ran the default setup. The Salespers./Purch. Code is set to the user's name (uppercased, stripped of domain prefix) if a matching salesperson code exists.
- Review and correct the Salespers./Purch. Code if the automatic match is incorrect.
- Add entries for all other users who will send documents.
US-04: Configure purchasers to send purchase order emails from their own address
As a IT Manager
I want to set up Document Handling Users for the purchasing team so each purchaser's outgoing purchase order emails come from their personal email
So that vendors can reply to the individual purchaser who placed the order
Setup:
- Open Document Handling Users and add a row for each purchaser.
- Assign the appropriate Salespers./Purch. Code (purchasers use the same Salesperson/Purchaser table in BC).
- Verify the E-Mail field on each purchaser's record is filled in.
- Confirm Exchange permissions are in place.
Field Reference
| Field | Where to find it | What it does | Default |
|---|---|---|---|
| User ID | Document Handling Users | The BC user name this row applies to | — |
| Salespers./Purch. Code | Document Handling Users | The salesperson or purchaser code linked to this user | — |
| Use Document Salespers./Purch. Code | Document Handling Users | When on, uses the salesperson/purchaser on the document instead of this user's linked code | Off |
| Default Sender | Document Handling Setup | Controls sender address source: SMTP Setup or Document Handling User | SMTP Setup |