word templates- email documents directly from gp

Word Templates- Email Documents Directly from GP

How to make documents available to e-mail directly from GP and how to

customize those documents

1. How to enable e-mail functionality in GP

2. How to create e-mail messages3. How to set up customers/vendors for

e-mail4. How to e-mail documents from GP5. How to create and assign Word

templates6. How to modify Word templates

Why do I want to e-mail?

• It’s easy

• It’s quick

• It’s fairly simple to modify a report

How to enable e-mail functionality in GP?

• We can only e-mail using Word Templates so the first step is to enable templates for the reports we wish to send.• Go to: Administration > Reports > Template

Configuration• Click the checkbox at the bottom to ‘Enable Report

Templates’ and use the checkboxes in the main part of the window to select default templates to enable• You can certainly enable all templates. However, this

means the default report type for that report will be the template version, not the standard version you currently use

• We need to set up e-mail document options and enable e-mail for the documents we wish to send.• Go to: Administration > Setup > E-mail Settings• Click the checkbox to send documents as attachments

and allow the desired file format you wish to use when sending reports by e-mail. I recommend allowing ‘PDF’ as most recipients will be able to open a pdf, whereas some may not have access to open a ‘DOCX’ file.


• For customer and vendor facing documents, we need to enable the available documents we wish to send via e-mail• From the last window, select the option to enable e-mail

for the ‘Sales Series’ or the ‘Purchasing Series’• Depending on the templates enabled, you will see

documents available to enable for e-mail. Use the checkboxes to select which documents you wish to send.


How to Create E-mail Messages?

• We need to set up e-mail messages to accompany our reports for customers or vendors.• Go to: Administration > Setup > E-mail Message Setup• Enter a Message ID for your message, select the appropriate

series (e.g. Sales, Purchasing), and choose the appropriate document type.• Enter a subject and body for your message as desired.

There are optional fields available to include, but not everything is available for every document type. If using fields, ensure you click the ‘Validate’ button to ensure the message is valid for use with the document type selected.

• The e-mail message is not based strictly on the document type. You may choose which message to use for your individual customers/vendors.• Currently, only text is supported in e-mail messages so

you will likely want to include contact information in the message. Signature lines will not appear.

How to Create E-mail Messages?

How to Set Up Customers/Vendors for

E-mail?• Before we even enable the customer/vendor for e-mail, we

should probably assign an e-mail address to use.• The key point to remember is that a customer or vendor

may have multiple addresses. Depending on the document, you want to ensure you have the e-mail address associated with the proper address.• I generally recommend drilling to the proper address from

the customer/vendor card, then selecting the ‘Internet Addresses’ icon (looks like a globe). Enter the e-mail address(es) in the ‘To…’, ‘Cc…’, or ‘Bcc…’ fields. Use a semi-colon to separate multiple addresses, if necessary.

• Once you’ve enabled the templates for e-mail, they should appear visible in the Customer E-mail Options or Vendor E-mail Options windows.• From the customer or vendor card, simply click the ‘E-

mail’ button to open these windows.• Mark the checkbox next to the documents you wish to

send via e-mail and select the desired e-mail Message ID you wish to use. You may also select the desired format based on the Company E-mail Settings marked as available.


E-mail?

• One of the new features with GP 2013 R2 is the ability to send documents to different e-mail addresses based on the document type.• In the Customer E-mail Options window or the Vendor E-

mail Options window, mark the radio button to enable ‘Email Address based on Doc Type’.• When this is marked you will see an ellipsis next to the

document where you can specify a different e-mail address specific for that document.


E-mail?

• We want to have our e-mail open before we send documents by e-mail.• For most reports, we can send documents directly from

the transaction entry window, but we can also e-mail documents out in batches.• The option to send by e-mail is only available if the

customer/vendor is enabled for the document type.

How to E-mail Documents from GP?


• In the transaction entry windows, you’re able to open the ‘E-mail Detail Entry’ window by clicking the icon that resembles an open envelope with a pencil next to the customer/vendor ID field.• It allows you to change the e-mail address of the

recipient and the e-mail message that is being used for that document.

• Print Remaining Documents is here…finally!!• In previous versions when you had a batch with various

customers/vendors and some were not enabled to receive the document by e-mail, you had to perform a workaround. This is the best feature of GP 2013 R2 for e-mailing templates.• It allows you to e-mail documents to customers/vendors

who are enabled and print the remaining documents to send by mail. No more workarounds.


How to Create and Assign Word Templates?• First, we need to determine what report we’re basing our

template on and whether it’s an original report or a modified report.

Why?To create and assign a template the system needs to know the name of the report and also whether the report is already modified.

• I recommend always basing the template on a modified version of the report for greater flexibility in the future.

Why?Remember that our template uses Report Writer to access data. If we ever want to add a new calculated field, we need to create it first in Report Writer for it to be available in our template, thus it’s a modified report.

How to Create and Assign Word Templates?

• Second, we want to create a report based on an existing template and assign it to the desired companies or customers/vendors. We also want to specify which template is the default template to use for that company.• Reports may be assigned to companies,

customers/vendors, and classes.

How to Modify Word Templates?

• When modifying your reports, save often and with different names• When saving your report, always ensure you know the

location being used and always ensure the ‘maintain compatibility’ checkbox is marked• In Word options, show bookmarks (File > Options >

Advanced > Show Bookmarks) because you don’t want to delete bookmarks• In Word table layout, ‘View Gridlines’ to see all tables


• To add fields you will need to install Dynamics GP add-in for Microsoft Word, but if you’re merely altering the layout or format you can do so without the add-in• When adding a field, it needs to be in the same section

as it appears in the Report Writer version of the report (standard report) otherwise it will return no data• When you have a field that appears large enough in

Word but the data is cutting off, it’s because the field is not wide enough in the Report Writer version of the report. Simply widen the field in Report Writer and the data will appear


• You can only have one field in any cell of a table in the Word Template so you may need to get creative with your field in Report Writer• When you’re finished with modifications, you need to

import the modified template in to GP• If the naming convention has changed, you’ll need to

assign the imported template as the default for testing

How to e-mail reports from GP (non-default

templates)• Although I showed customer and vendor facing

templates, these are not the only reports you can send by e-mail• In GP 2013 R2 you can now e-mail any report


templates)

Source: https://community.dynamics.com/gp/b/gpteamblog/archive/2014/06/09/microsoft-dynamics-gp-2013-r2-feature-of-the-day-email-or-print-any-report-inword.aspx

https://community.dynamics.com/gp/b/gpteamblog/archive/2014/06/09/microsoft-dynamics-gp-2013-r2-feature-of-the-day-email-or-print-any-report-inword.aspx




templates)• To use the Word Template Generator tool, simply print

any report in GP as a file in xml format• Drag the file and drop it on the Word Template

Generator executable file and the Word template will automatically be created in the same folder• The Word template may then be imported to GP in the

same fashion as mentioned earlier (Report Template Maintenance window) and will then be available for sending via e-mail in docx format

QUESTIONS ?

Slides are available from the following link:

http://www.prophet.ca/user-group-2014-presentations/

Password: UserGroup2014




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