Did you miss this feature in the Business Central 2020 Wave 2 update: enhanced emailing from within Business Central? Up until that point, all emails generated from within Business Central had to come from a single SMTP mail account.
With the update, Business Central’s emailing capabilities have been significantly improved. It is now possible to configure multiple email accounts and have Business Central select the correct email account based on a particular scenario. Users are also now able to edit emails in the rich text editor, add attachments, and save drafts for later. The emails sent are logged in a Business Central outbox and Sent page. They will also be shown in the user’s Outlook Outbox and Sent Items folder when the email is sent from the current user’s email address.
How to start using the Enhanced Email functionality in Business Central
Major new features in Business Central Updates are turned on via the Feature Management tool in Business Central. (Insert how this is done by or for TVision clients).
Once the Enhanced Email feature is activated, the administrator needs to set up a default email account in the system. This account will handle any scenario that has not been explicitly assigned to a specific email account.
There are three different types of email accounts that can be set up:
- Microsoft 365 – This type of account is used when emails are sent from a “Shared” exchange online mailbox. These would be accounts like firstname.lastname@example.org or email@example.com. Users must have a Microsoft 365 licence for Exchange / Outlook.
- Current User – This option allows emails to be sent from individual user accounts. Users must have a Microsoft 365 licence for Exchange / Outlook.
- SMTP – Uses SMTP protocol to send emails identical to the old-style SMTP emailing.
Key features of the Enhanced Email functionality
There are three key features of the Enhanced Email functionality in Business Central:
With this new functionality in Business Central, you can set up new email accounts and then choose which scenarios this account will be used in. For example, you can set up a firstname.lastname@example.org email address which will be used for email scenarios such as sending out a sales quotes, sales invoices or sales orders.
- Rich Text Editor Features when emailing documents
The improved email functionality in Business Central has also led to an improvement in Rich Text Editor features. These include:
- From (email sender) – this is based on the scenario rules that have been set up but can be changed on this screen. Emails can also be sent directly from the current user’s email address.
- To (email recipient) – this is an editable field. Functionality also allows you to send to multiple recipients.
- Subject and email body – these are editable fields and you are also able to attach additional documents.
- The emails can be saved as a draft or sent immediately. If the email is sent from the current user’s email address, the email will show in the user’s Outlook outbox and sent items folder.
- Reviewing Email Activity/Logs
The Enhanced Email functionality also makes it much easier for you to review your email activity in Business Central. Emails are saved to both an Outbox and Sent Emails screen.
- Outbox screen – to find an email in the Outbox screen, search for Outbox in Business Central and then enter the Email Outbox screen. In here you can see all email activity in the system. You can see the error messages for failed emails and open them to correct and resend. You can also open draft emails, update and send them from this screen
- Sent Emails screen – to find an email in the Sent Emails screen, search for Sent Emails in BC and enter the Sent Emails screen. In here you will see all sent emails. These emails can be opened and edited or resent if required.
Using Business Central’s Enhanced Email capability in your business
Business Central’s Enhanced Email capability was included in the Business Central 2020 Wave 2 update that went live in October 2020. If you use Business Central SaaS, then this feature was available to you in your scheduled update. If you are an on-premise Business Central or NAV customer, you will need to upgrade or re-implement in order to receive this feature, as well as all the others that were included in the 2020 Wave 2 update.
Contact us if you would like to know more about Business Central’s Enhanced Email capability or how moving to Business Central SaaS could benefit your business.