Sending Multiple Documents by E-Mail to a Selected E-Mail Group

Having to send certain documents to various recipients is quite common. For example sending quotations to the purchase manager, invoices to the accountant, and a delivery to the storekeeper. Follow the steps below and see how SAP Business One enables you to simplify this process.

1. Define e-mail group. The e-mail group is used as a distribution list.

From SAP Business One Main Menu choose: Administration > Setup > Business Partners > E-Mail Group. In the E-Mail Group – Setup window define the relevant e-mail groups. Based on the above example, we added two groups:

     2. Assign each e-mail group to the relevant contact persons.

Choose: Business Partners > Business Partner Master Data > Contact Persons tab. Display the relevant business partner, and click the required contact person. Make sure the e-mail address is defined in the E-Mail field and from the E-Mail Group drop down menu choose the relevant e-mail group. If required, you can define a new e-mail group by choosing Define New. Repeat this step for all relevant business partners and contact persons.

    3. Prepare the list of documents to be sent.

In the Document Printing – Selection Criteria window (the Document Printing menu entry is available from Sales – A/R, Purchasing – A/P, Banking, and Inventory modules) set the relevant filters and choose OK to generate the list of documents to be sent.

A window showing the list of documents appears. Mark the documents you want to send.

      4. From the File menu at the menu bar choose Send > Outlook E-mail or SAP Business One Mailer (depends on your settings).

The E-Mail Options window appears. Select the checkbox Use E-Mail Group, and choose the relevant e-mail group. Choose OK.

    5. The e-mails are ready to be sent.

You can review them and see exactly which e-mails are sent to which e-mail address and make adjustments if needed. By default, the E-Mail column is selected for all of the e-mails. To avoid sending a specific e-mail, deselect the checkbox under the E-Mail column for that document.

    6.  Choose Send.

NOTE: To enable sending e-mails with attachments, make sure that the Attachments folder is defined in Administration > System Initialization > General Settings > Path tab.