Custom E-Mail Cover Letter Layouts in Dynamics NAV 2017

The cover letters are created using RDLC or Word layout customization features providing visual consistency with any attached pdf document.

Specify Document Layout for a Customer

Say we want to setup different e-Mail body for specific customer, so we will assign a specific report by customer which will enable us to process multiple formats at the same time. We will use the Customer Layout from the customer card by Document Type to do this.

In the following example we will do it for the Invoice.

Open a Customer Card (say for 20000 Selangorian Ltd.) and Navigate to Document Layouts.

On the Document Layout for the particular Customer, we fill in the following fields:

  • Usage = Invoice
  • Report ID – 1306 (Sales – Invoice)
  • Send to Email = The e-Mail will be sent to the e-Mail provided in the customer card or you can provide an extra e-Mail in this field.
  • Use for Email Body = Yes
  • Email Body Layout Description = Red – Email Body (Choose from the Custom Report Layouts)

Send and Receive E-Mail

Once we have setup the Document Layout, we can now use the Send Email window to have a preview of what our layout will look like and the using the options we can send the e-Mail.

Let’s open a posted invoice for our customer.

On the Posted Sales Invoice click Send, which will open a window with some options, such as:

  • We can choose Email Prompt for Settings or use Default Settings
  • We can select how the attachment needs to be attached
  • We can also have Disk options as PDF or Electronic Documents if we use those.

Click OK. Before e-Mail is sent, we have the possibility to verify the e-Mail address, the subject line, the attachments and as per the Email Body Template, this is how the e-Mail will look like:

When we click OK, an e-Mail is sent to the Customer using the e-Mail Template.

By opening the e-Mail the recipient can see the contents of the invoice which has been sent using the template and the full invoice is also available as an attachment.

Other Message Options

You can switch to a manual written message:

  • By using the Message Content field or
  • If you are using a client, you can open and edit the message in Outlook

In this example, we open one of the posted sales invoices and click Send.

We will leave the Email option as “Yes (Prompt for Settings)”, to get a prompt for settings and click OK. This time selecting Message Content as “Custom Message. Here you can type in a custom message and click Ok to send the e-Mail.

Now, the recipient will receive an e-Mail with personalized e-Mail body text.

Task Management

 

To-Do’s

When you click To-dos, you will get overview of all the To-dos in the system.

Every To-do will have a Status and based on the status you can look, filter and sort if you want to pay attention to those that are not completed.

Mostly the To-dos are used in the context of opportunities, where you can assign To-dos and Activities to opportunities. However, you can also create to-dos which are not related to opportunities.

So when you open such a To-do, you will see very typical information such as It has a Number and a Description; It is assigned to a salesperson; It is a to-do for specific contact; You see the Status, the Priority, the Starting Date and the Ending Date.

Under Related Activities fast tab, you can really track or find the origin of this to-do, for example in this case the to-do is related to an opportunity. To-do can also be related to campaign.

You can also make a to-do recurring as well.

You can also define the Type of to-do, which can be Blank, Meeting and Phone Call. You can synchronize this between Outlook and Relationship Management.

A Phone Call type to-do is typically an activity which is caused by phone call which can have a link with an interaction.

Send E-Mail Meeting Invitations

SCENARIO:

You need to create a to-do of the meeting type with Annette Hill as the to-do organizer and with an Beebe and Yvonne McKay as the meeting attendees. Moreover, you need to send the invitation to Yvonne McKay.

PROCESS:

Edit all the relevant contacts and check if the communication details are available.


Open Sales people (Annette Hill) and create To-do.


Use the wizard to create the To-Do.


Make Annette Hill the To-Do Organizer and make Richard Lum and Yvonne McKay as attendees.

Specify relevant template for e-mail invitation.

Finish the wizard.


Select the To-Do just created and Edit the To-do.


Navigate to Attendee Scheduling.


 

Edit Attachment as required and save it.



Make sure the Send Invitation field is selected and click on the Send Invitation action.


This will send invitation to all the recipients.

Delete Cancelled To-Dos

You can use Delete Cancelled To-dos batch job to clean up all the cancelled To-dos from the database. You can make use of various filters while running the batch job.

Test E-Mail Setup for NAV SMTP Mail Setup

 

  1. Open the SMTP Mail Setup window.
  2. Click Apply Office 365 Server Settings (if you have access to Office 365 account). You can ask your administrator for these settings or for testing you can lookup SMTP setting for various email service providers (such Hotmail, etc.).
  3. Choose Authentication as Basic.
    NOTE:When you send email messages multiple times by using an SMTP mail server, you may encounter the following error message: “Unable to write data to the transport connection: An existing connection was forcibly closed by the remote host.”  To resolve this issue, use NTLM or Basic authentication, instead of Anonymous authentication.
  4. Specify your User ID and Password.
  5. Optionally select Secure Connection if your SMTP mail server setup requires a secure connection (such as SSL).
  6. Click Test Email Setup. Select an option in the dialog that pops up and click OK.
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  7. You will get a confirmation, if the mail was sent successfully.
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  8. Check the result in your mail box.
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