Report Emailing Capabilities

Docentric report emailing capabilities are improving the D365FO report emailing process in several ways.

Docentric Email print destination

Use the Docentric improved Email print destination instead of the standard SSRS Email print destination, and benefit from the following:

  • Advanced HTML editor for formatting the email bodies directly within D365FO.

  • Placeholders that can be used in every print destination field, for example: To, Subject, Attachment name, Email body etc. You can pick the placeholders from a list of placeholders available for the current report.

     
  • Possibility to specify the email message From field which will be used instead of the user’s email address (D365FO standard behavior). It can be an alias configured on your Exchange or one of the additional email sender accounts configured in the Docentric setup.



    If the From field is left empty, then it depends on the Batch email provider selected in the system Email parameters form which email address will be used:

    • SMTP: User name from the system SMTP settings form will be used:

       
    • Exchange: current user Email address will be used.
  • Possibility to specify the email message Bcc field.

Email message fields and parameters

Some email message fields are by default based on the current user, but with Docentric you have the possibility to specify your custom values. You can configure them per report and per legal entity.

  • Reply-To address, Bounce-To address: these fields are typically not exposed on email clients (the same is true for the standard D365FO). By default, their value in the email message is set to be the same as the email message From field. As explained above, in standard D365FO it will be the user’s email address. Now you can specify your custom values.
  • Sender display name: by default, From display name configured on Exchange for the current user is used, but now you can specify your custom values.

The following email message parameters can be configured per report and per legal entity:

  • Email message priority (Normal, High, Low)
  • Email sending mode (Synchronous, Email processing)
  • Read and Delivery receipts

Learn how to configure these values in the Report email sending settings >>

Additional email sender accounts

There is just one SMTP account that can be configured in the standard D365FO application and it is used always for sending the emails, if the Batch email provider in the system Email parameters form is set as SMTP. With Docentric you have the possibility to configure multiple additional SMTP accounts and select which one of them will be used for emailing your report.

Having this possibility can be useful if you want to send different reports from the different email accounts (sales@company.com, purchasing@company.com, …) or you want to use the third-party mailing system for mass mailing. In order to use a particular email account from the list of additional accounts, the username specified for that account has to be set as the email From field in the Docentric Email print destination.

To configure the additional email sender accounts, go to Docentric AX parameters > Emailing tab > Additional email sender accounts fast tab. Add new record for each new account and specify its User name, Password, Outgoing mail server, SMTP port number and Is SSL required (these are the same type of parameters as for the default system SMTP server).

While configuring an SMTP server, you can use the Send test email feature to easily test if the settings are correct. This will open a dialog with Email message From, To and Subject fields already populated, but you can modify them and send the test email.

Processing of email From field in Docentric Email print destination

We have explained above what happens if the email From field is left blank in the Docentric Email print destination. But, if the field is not empty, then:

  • It is first checked if the Email address which is set in the email From field exists in the username field in the additional email sender accounts list. If so, the configuration and credentials from that record are used for instantiating the SMTP client and sending the email.
  • If the provided email address isn’t found in the additional email sender accounts list, then it is assumed that it is a valid email account alias, so it will be inserted into the Email message From field. In this case it is expected that Exchange will resolve this alias.

Note that the corresponding administrative actions are required on your Exchange to successfully send such emails.

Find detailed explanation with examples on emailing the reports from multiple sender addresses >>
Learn how to configure Exchange to support multiple sender accounts >>

Unresolved email tokens handling

You can configure the alternative print destination to be used if email tokens in the email To field could not be resolved. Additionally, it is possible to get the improved error messages about the unresolved email tokens.

Learn more about unresolved email tokens handling >>

Report attachments

You have the possibility to specify additional attachments, which should be attached to the email message along with the report itself.

Learn more about report attachments >>

Email processing

For each report it is possible to specify if it should be sent in a Synchronous way or through the Email processing. When configured for a Synchronous sending mode, the report document is generated and the email with the attached report is sent immediately. On the other hand, if configured for the Email processing, the report document is generated and attached to the email message, but the email message is not sent. Instead, it is stored in the Email Sending Status table, where it waits to be processed by Email Distributor Batch. Such messages can be reviewed in the Email Sending Status form.

If you plan to send your reports via Email processing, you can benefit from setting the descriptive Report caption, so that you can easily identify your reports in the Email Sending Status form. Read more about this >>

To specify the Synchronous or Email processing sending mode per report, open the Docentric report setup form for the report, click the Settings > Email sending settings button, and in the Email sending settings form configure the Email sending mode parameter:

You can specify different settings for different legal entities, but also the global setting to be used if no setting exists in the per-company configuration.

Note that if you want to use additional email sender accounts with Email processing, you need to turn on Docentric Email distributor batch in Docentric AX parameters.

Examples

Following are some examples of the possible settings and the resulting Email message.

Example 1: From is set, Sender display name is static

Settings:

  • Email From address: defined in the Docentric Email print destination as Department-A@docentric.com and it exists in the Additional email sender accounts list.
  • Email sender display name: set for the specific report in Email sending settings as Docentric Department.

     

Result: The recipient will get the email from: "Docentric Department" <Department-A@docentric.com>.

Example 2: From is set, Sender display name is dynamically generated per user

Settings:

  • Email From address: defined in the Docentric Email print destination as Department-A@docentric.com and it exists in the Additional email sender accounts list.
  • Email sender display name: set for the specific report in Email sending settings as @CURRENT_USER_EMAIL@. (This placeholder which will be substituted in run-time with the current user email address).

     
  • Current user email: admin@docentric.com

Result: The recipient will get the email from: "admin@docentric.com" <Department-A@docentric.com>.

Example 3: Invalid From is set

Settings:

  • Email From address is defined in the Docentric Email print destination, but it doesn’t exist in Additional email sender accounts, it doesn’t match User name configured in the global Email parameters and it doesn’t match any email account alias specified on Exchange.

Result: sending the email will throw an error.

Example 4: From is not set, Sender display name is defined via company global parameters

Settings:

  • Email From address in the Docentric Email print destination is left blank. In this case, system will try to search for the next possible From email address in User options or in general D365FO Email pParameters. Rules for the definition of Sender display name are the same as already described in the previous examples.

       

Result: The recipient will get the email from: "Docentric Support" <support@docentric.com>.

See also

Report Email Sending Settings >>
Email Reports from Multiple Sender Addresses >>

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