E-mail Templates

As a Business Manager
I want to create a dedicated email template for Sales Invoices that includes the invoice number in the subject
So that recipients can immediately identify which invoice the email refers to

Setup:

1. Open Document Handling E-mail Templates.
2. Find or create the row for Department Type = Sales, Document Header Type = Sales Invoice.
3. Click Template Card to open the template.
4. In Subject Text, enter your base subject, e.g. Invoice from Contoso.
5. Enable Include Order Number and optionally fill in Order Number Text (e.g. No.) to prefix the document number.
6. Save the template.

Note: The document number is appended automatically at send time — you do not need to type a placeholder in the subject field.

As a Business Manager
I want to write a standard body text for sales order confirmation emails
So that every order confirmation sent to a customer follows a consistent format

Setup:

1. Open Document Handling E-mail Templates and locate the Sales Order row.
2. Click Template Card.
3. Navigate to the Text Lines subpage (visible when Dynamic Email Fields is not enabled).
4. Add lines with your message text. Blank lines generate <br> line breaks in the email. Lines under 50 characters or ending in . or ? are automatically followed by a line break.
5. Save and send a test document to verify the output.

As a IT Manager
I want to enable the Dynamic Email Fields feature and write HTML email bodies with placeholders
So that outgoing emails automatically include document-specific data such as the customer name, order number, and line details

Setup:

1. Open App Feature Setup and enable Dynamic Email Fields. Confirm the migration prompt — existing text lines are automatically converted.
2. Open Document Handling E-mail Templates and click Template Card for the relevant document type.
3. In the Email Body Content editor, write your HTML. Use placeholders such as:
   • {Document.No.} — document number
   • {Customer.Name} — customer name
   • {Document.Your Reference} — your reference field
   • [Line:{Line.No.} {Line.Description}] — repeating line block
4. Save and use the Send action on a document to preview the resolved output.

Note: Dynamic field names correspond to field captions in the source tables. If a field name is not recognised, the placeholder is left unchanged in the email.

As a Business Manager
I want to set up different email templates for new orders, change requests, and cancellations
So that the tone and content of each email matches the business situation

Setup:

1. In Document Handling Text (accessible from the template card lookup), create three separate template records for the same department type, each with a distinct Text Code (e.g. PO-NEW, PO-CHANGE, PO-CANCEL).
2. Set the Mail Type on each record accordingly: New, Change, Cancel.
3. Open the advanced Document Handling Text Setup page.
4. For the Purchase Order row, assign each template to the corresponding default field: Default New Document, Default Change Document, Default Cancel Document.

As a Business Manager
I want to copy a template from Sales Invoice to Sales Credit Memo without retyping everything
So that related document types share a common base and I only need to adjust the differences

Setup:

1. Open Document Handling Text and find the template you want to copy from.
2. Use the Copy From action to select the source template. The header fields and text lines are transferred.
3. The Department Type, Text Code, Language Code, and Mail Type of the target record are preserved — only the content is overwritten.
4. Edit the copied content as needed for the new document type.

As a Business Manager
I want to configure email templates in both English and Danish
So that customers receive emails in their own language when the document language matches

Setup:

1. In Document Handling Text, create two template records with the same Text Code and Department Type but different Language Code values (e.g. ENU and DAN).
2. Write the body content of each in the appropriate language.
3. In Document Handling Setup, set the Default Language to the language code used when no document-level language is found.
4. At send time, Document Handling matches the language code of the document to the available templates and selects the correct one.

As a Purchasing Agent
I want to configure three escalating reminder templates for unanswered purchase order requests
So that each follow-up email has an appropriately firmer tone

Setup:

1. Create three template records with Mail Type = Reminder and Reminder No. set to 1, 2, and 3 respectively.
2. Write escalating body text for each. Reminder No. cannot exceed 3.
3. In Document Handling Text Setup, assign each template to the Default Handling Reminder 1, Default Handling Reminder 2, and Default Handling Reminder 3 fields on the Purchase Order row.
4. Similarly, configure Overdue templates (Overdue 1–3) for payment-related escalations.

As a Purchasing Agent
I want to include line-level data such as item number, quantity, and delivery date in outgoing purchase order emails
So that the vendor immediately knows what is being requested without having to open an attachment

Setup:

1. Open the template card for the Purchase Order document type.
2. Enable the relevant Include checkboxes: Include Item Number, Include Quantity, Include Our Ramp Date, Include Cust or Vendor Ramp Date, etc.
3. For each enabled field, optionally enter a label in the corresponding Text field (e.g. "Qty:" next to Include Quantity) to prefix the value in the email.
4. If using Dynamic Email Fields, use [Line:{Line.Item No.} {Line.Quantity}] syntax to repeat line data in the HTML body.

As a Accountant
I want to configure an email template specifically for Customer Statements
So that the email subject and body include the customer name and statement period

Setup:

1. In Document Handling E-mail Templates, locate or create the row for Document Header Type = C.Statement.
2. Open the Template Card.
3. Enable Include Order Number to include the customer number in the subject. The subject is automatically extended with {Customer.Name} and the statement period dates ({StartDate}...{EndDate}).
4. Write the body text or HTML content as appropriate.

As a IT Manager
I want to run the default setup wizard to generate a full set of starter templates, status values, and sending profiles
So that the app is ready to use without having to create every record from scratch

Setup:

1. Open Document Handling Setup.
2. Click the Default Setup action.
3. If templates already exist, you are asked whether to delete them or allow modifications to duplicates. Choose No / Yes as appropriate for your situation.
4. After the setup runs, open Document Handling E-mail Templates to review the generated sending profile rows, and open individual templates to customise the content.

Note: The default setup also creates the standard Our Status and Customer/Vendor Status values, and adds a Document Handling Users entry for the current user.

As a Sales Order Processor
I want to include the customer's own order reference number in the email subject
So that the customer can immediately match the email to their internal order

Setup:

1. Open the template card for the relevant document type.
2. Enable Include Customer or Vendor Order No.
3. Optionally enter a label in Cust or Vendor Order No Text (e.g. "Your ref:").
4. The customer's external document number is appended to the subject at send time.

As a Sales Order Processor
I want to have a dedicated email template for Pro Forma Sales Invoices
So that the email clearly indicates the document is a pro forma and not a binding invoice

Setup:

1. In Document Handling E-mail Templates, locate the row for Document Header Type = Pro Forma S. Invoice.
2. Open the Template Card and write body content that references the pro forma nature of the document.
3. Assign a suitable subject such as Pro Forma Invoice.
4. Enable the Pro Forma invoice email scenario — the app subscribes to the BC OnAfterFromReportSelectionUsage event to route this document type to the correct email scenario.