E-mail Sending & Sending Profiles

  • Published on Apr 29, 2026
  • 9 minute(s) read
  • AF
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Feature Overview

Email Sending in Document Handling replaces or supplements the standard Business Central send functionality on Sales and Purchase documents. When a user clicks Send on a document, Document Handling looks up the matching sending profile — based on the document's department type and document type — and uses it to assemble and dispatch the email using the configured template, Cc/Bcc addresses, and attachment settings.

The Document Handling E-mail Templates page is the central sending profile list. Each row combines a Department Type, Document Header Type, Language Code, and the assigned template (Document Template). In addition to content, each row controls how the email is sent: whether the email preview dialog is displayed before sending, whether attachments are included, and how the Post and Send action on Sales Invoices and Sales Credit Memos behaves. The email recipient address follows a priority hierarchy at send time: (1) e-mail entered on the document in the sending profile on the customer card, (2) e-mail on the Customer Card, (3) e-mail on the document itself.

The Hide Standard Send Button option in Document Handling Setup lets administrators remove the standard BC Send/Email buttons from all relevant pages, ensuring that all outgoing emails are routed through Document Handling exclusively.

Key Facts

Topic Detail
Where to manage sending profiles Document Handling E-mail Templates
Where to configure global sending settings Document Handling Setup
Supported sales document types Sales Quote, Sales Order, Sales Invoice, Sales Cr. Memo, Sales Blanket Order, Sales Shipment, Pro Forma Sales Invoice
Supported purchase document types Purchase Quote, Purchase Order, Purchase Invoice, Purchase Cr. Memo, Purchase Blanket Order
Supported finance document types Reminder, Fin. Charge Memo, Customer Statement
Email recipient priority Sending profile on customer → Customer Card email → Document email
Post and Send options Document Handling, Print, Email and Print (additional options with Sproom integration)

Getting Started

  1. Open Document Handling Setup and verify the Default Language is set. Run Default Setup if you have not already done so.
  2. Open Document Handling E-mail Templates — confirm that rows exist for each document type you want to send through Document Handling.
  3. For each row, verify the Document Template column points to the correct template. If blank, use the Template Card action to create or assign one.
  4. Set Don't show E-mail Preview Dialog on rows where you want emails to be sent automatically without user confirmation.
  5. Enter Cc e-mail and/or Bcc e-mail on rows that require a fixed copy recipient (e.g. always Bcc the sales mailbox on invoices).
  6. Open a Sales Invoice and click the Send action — Document Handling intercepts the send, assembles the email, and either shows the preview dialog or sends immediately.
  7. If you want to remove the standard BC Send button, open Document Handling Setup and enable Hide Standard Send Button.
  8. To configure Post and Send behaviour on Sales Invoices, set the Post and send by field on the relevant sending profile row to the desired method (Document Handling, Print, or Email and Print).

Related Features

Sending Profiles are the operational layer that sits on top of Email Templates — templates provide the content, sending profiles control the delivery. Document Handling Users determines the sender address when Default Sender is set to "Document Handling User" in Document Handling Setup. Email Signatures are part of the template assigned to a sending profile row. Attachments are enabled per sending profile row via the Enable Attachments setting. Batch Post and Send extends sending profiles to bulk operations by processing multiple documents through the same profile rules via job queue.

User Stories

US-01: Send a Sales Invoice through Document Handling with email preview

As a Sales Order Processor
I want to send a posted Sales Invoice through Document Handling and review the email before it is sent
So that I can verify the content and recipient before the email leaves the system

Setup:

  1. Ensure the Sales Invoice row in Document Handling E-mail Templates has a Document Template assigned.
  2. Confirm Don't show E-mail Preview Dialog is turned off for this row.
  3. Open the Sales Invoice and click Send.
  4. The email preview dialog opens — review the recipient, subject, and body. Adjust if needed.
  5. Click Send in the dialog to dispatch the email.
US-02: Send a Sales Invoice automatically without the email preview dialog

As a Sales Order Processor
I want to send Sales Invoices without the email preview dialog appearing each time
So that the sending process is faster for routine invoices

Setup:

  1. Open Document Handling E-mail Templates and find the Sales Invoice row.
  2. Enable Don't show E-mail Preview Dialog.
  3. When Send is clicked on a Sales Invoice, the email is assembled and dispatched immediately without showing a dialog.

Note: Ensure the template and recipient data are fully configured before enabling silent sending, as there is no opportunity to correct errors before the email is sent.

US-03: Configure Post and Send to use Document Handling on Sales Invoices

As a Sales Order Processor
I want to use the Post and Send action on Sales Invoices and have the result sent via Document Handling
So that posting and emailing is a single action that uses our configured templates

Setup:

  1. Open Document Handling E-mail Templates and find the Sales Invoice row.
  2. Set Post and send by to Document Handling.
  3. Open an unposted Sales Invoice and click Post and Send.
  4. The document is posted and the email is assembled using the assigned template. If the preview dialog is enabled, it appears before sending.
US-04: Configure Post and Send to print and email simultaneously

As a Sales Manager
I want to configure Post and Send to both email the document through Document Handling and print a physical copy
So that the document is both sent to the customer digitally and kept on file as a printed copy

Setup:

  1. Open Document Handling E-mail Templates and find the Sales Invoice row.
  2. Set Post and send by to Email and Print.
  3. When Post and Send is used, the document is posted, sent via Document Handling, and queued for printing.
US-05: Add a fixed Cc address to all outgoing Sales Order Confirmations

As a Sales Manager
I want to ensure all Sales Order Confirmation emails are copied to our sales team inbox
So that the team has a full record of all outgoing order confirmations

Setup:

  1. Open Document Handling E-mail Templates and find the Sales Order row.
  2. Enter the team inbox address in the Cc e-mail field.
  3. Every Sales Order Confirmation email sent through Document Handling now includes the team inbox as a Cc recipient.
US-06: Remove the standard BC Send button to enforce Document Handling usage

As a IT Manager
I want to hide the standard Send and Email buttons on BC document pages
So that all outgoing emails are sent through Document Handling and bypass the standard BC email dialog

Setup:

  1. Open Document Handling Setup.
  2. Enable Hide Standard Send Button.
  3. The standard Send/Email action buttons are hidden on all relevant Sales and Purchase document pages. Users can only send through Document Handling actions.
US-07: Understand the email recipient address priority hierarchy

As a Business Manager
I want to understand and control which email address is used when sending documents to customers
So that the correct recipient always receives the document even when addresses are defined in multiple places

Setup:

  1. The address priority at send time is: (1) e-mail entered on the document itself in the Document Handling Sending Profile on the customer card, (2) the e-mail field on the Customer Card, (3) the e-mail field directly on the document.
  2. To set a customer-level override, open the Customer Card and go to the Document Handling Sending Profile section — enter a specific email address there.
  3. If no address is found at any level, the email dialog will prompt for an address.
US-08: Configure a sending profile for Purchase Orders

As a Purchasing Agent
I want to set up a sending profile for Purchase Orders so that sending is handled through Document Handling
So that purchase order emails use the correct template and are sent from the right sender

Setup:

  1. Open Document Handling E-mail Templates and find the row for Department Type = Purchase, Document Header Type = Purchase Order.
  2. Assign a Document Template (or create one via Template Card).
  3. Configure the Language Code if multilingual templates are in use.
  4. Set Don't show E-mail Preview Dialog if purchase orders should be sent silently.
  5. Go to Document Handling Setup and set Default Sender — choose between SMTP Setup (uses the SMTP mailbox) or Document Handling User (uses the salesperson/purchaser's email from User Setup).
US-09: Send a Reminder or Finance Charge Memo through Document Handling

As a Accountant
I want to send Issued Reminders and Finance Charge Memos through Document Handling
So that these finance documents use the same templated emails as our sales documents

Setup:

  1. Open Document Handling E-mail Templates and verify rows exist for Reminder and Fin. Charge Memo.
  2. Assign templates to these rows. For Reminders, templates with Mail Type = Reminder and Reminder No. 1, 2, or 3 can be used for escalation.
  3. Open an Issued Reminder and use the Document Handling Send action.
  4. Alternatively, use Document Handling Job Queue Setup to set up a recurring batch job for issuing and sending reminders automatically.
US-10: Configure the default sender for outgoing emails

As a IT Manager
I want to configure whether outgoing Document Handling emails are sent from the SMTP mailbox or from the individual salesperson/purchaser's email address
So that recipients see the correct sender name and can reply to the right person

Setup:

  1. Open Document Handling Setup.
  2. Set Default Sender to either:
    • SMTP Setup — emails are sent from the address defined in BC's SMTP Mail Setup.
    • Document Handling User — emails are sent from the email address of the Salesperson/Purchaser linked to the sending user in Document Handling Users.
  3. If using Document Handling User, ensure "Send on behalf of" or "Send as" permissions are configured in Exchange Admin Center (EAC) for each user.
US-11: View sent email log entries for outgoing Document Handling emails

As a Sales Order Processor
I want to see a log of emails sent through Document Handling for a specific document
So that I can confirm the email was sent and check when it was dispatched

Setup:

  1. Open the relevant posted document (e.g. Posted Sales Invoice).
  2. In Document Handling Setup, ensure Enable Email Logging is turned on.
  3. A Sent Emails FactBox appears on supported posted document pages showing the log of outgoing emails for that document.

Field Reference

Field Where to find it What it does Default
Department Type Document Handling E-mail Templates Sales, Purchase, or Warehouse —
Document Header Type Document Handling E-mail Templates The specific document type this row applies to —
Language Code Document Handling E-mail Templates Language to match when selecting a template —
Document Template Document Handling E-mail Templates The email template used for this document type —
Don't show E-mail Preview Dialog Document Handling E-mail Templates Sends without showing the email preview dialog Off
Cc e-mail Document Handling E-mail Templates Fixed Cc address for all emails of this type Blank
Bcc e-mail Document Handling E-mail Templates Fixed Bcc address for all emails of this type Blank
Post and send by Document Handling E-mail Templates Controls Post and Send behaviour: Document Handling, Print, or Email and Print —
Enable Attachments Document Handling E-mail Templates Whether attachments from BC or MDI are included Off
HTML Signature Enabled Document Handling E-mail Templates Read-only indicator — shows if the assigned template has an HTML signature enabled —
Default Sender Document Handling Setup SMTP Setup or Document Handling User SMTP Setup
Hide Standard Send Button Document Handling Setup Hides the standard BC Send/Email buttons Off
Enable Email Logging Document Handling Setup Logs sent emails and shows them in the Sent Emails FactBox Off
Mail Type Document Handling Setup PDF or Other — controls how attached documents are generated PDF
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