Emailing Documents and Meeting Requests from SAP Business One, Web Client

Objectives

After completing this lesson, you will be able to:

  • Email marketing documents in different file types, from SAP Business One, Web client
  • Generate a Sent Emails Report to review emails sent from SAP Business One, Web client
  • Send Microsoft Outlook meeting requests from SAP Business One, Web client Activity

How to Email Marketing Documents from SAP Business One, Web Client

Once you have bound your SAP Business One, Web client account to your Microsoft 365 account, you can email documents directly from the Web client. In this video, you will learn how to email marketing documents such as sales and purchasing documents, in different format types: Microsoft Word, PDF and hyperlink.

The following steps outline the tasks demonstrated in the Emailing Marketing Documents from SAP Business One, Web Client video.

Steps

  1. To create automatic text in the subject and/or body of the mail, follow these steps:

    1. In SAP Business One Desktop client, select AdministrationSystem InitializationPrint Preferences.

    2. Select the Per Document tab.

    3. In the document field, from the dropdown menu, select Sales Order.

    4. In the E-Mail Subject field, enter a message.

    5. In the E-Mail Body field, enter a message.

    6. Choose Update and OK.

    The subject and body text that you defined are automatically displayed for each sales order you email.

  2. On the sales order that you want to send, choose the share icon.

  3. From the dropdown menu, choose from the following options:

    1. To email the sales order as a Word document, select Send by Email.

    2. To email the sales order as a PDF, select Choose Email OptionEmail with PDF Attachment optionSend.

    3. To email the sales order as a hyperlink in the email body, select Choose Email OptionEmail with Hyperlink in the Email BodySend. For this option, only users with the relevant authorizations can access this link.

  4. To add or edit the email address, subject, and body text, choose Edit (the pencil icon).

Result

You can now email different marketing documents from SAP Business One, Web client. 

Note
Sending emails from a list view list and detailed view is enabled for all marketing documents. Sending emails with hyperlinks and Microsoft Excel attachments is valid for all list views in SAP Business One, Web client. 

Email Multiple Sales Orders in One PDF Attachment

In the previous video, you learned different ways to send a sales order by email.

You may also want to send several sales orders in one PDF file, for example, to your sales team. To do this, follow these steps.

Steps

  1. On the My Open SO page, select the documents that you need to send.

  2. Choose the share icon.

  3. From the dropdown menu, select Choose Email Option.

  4. From the popup window, select Email with PDF attachment

  5. Choose Send.

Result

A draft email opens in a new tab. The selected sales orders are attached to the email in one PDF file. With this option, the attachment contains orders from multiple customers. Therefore, no contact person or text are added to the email. 

To view all the sales orders before sending the email, select the PDF.

Email Multiple Sales Orders in Multiple Emails as PDF Attachments

You might also need to send several sales orders at once, but to different people. For example, you may want to send three sales order PDFs to three different customers. In this situation, each sales order must be in a separate PDF and email.

To create multiple PDFs and emails at the same time, follow these steps.

Steps

  1. On the My Open SO page, select the documents that you need to send.

  2. Choose the share icon.

  3. From the dropdown menu, select Choose Email Option.

  4. From the popup window, select Multiple Emails with PDF attachment.

  5. Choose Send.

Result

SAP Business One, Web Client opens multiple email tabs: one for each sales order you selected. The system uses information from the print preferences for the subject and body of each email. Each email contains one PDF file with the corresponding sales order number.

Sent Emails Report

To review what emails have been sent from SAP Business One, Web client, you can generate a Sent Emails Report.

To generate a report, go to the Desktop Client and select the Business Partners module Business Partner ReportsSent Emails Report. Choose OK.

This report displays all the information about the sales orders that have been sent, including:

  1. The document numbers.
  2. The email address of the person it was sent to.
  3. The date and time the emails were sent.
  4. The user who sent the emails.
  5. The subject and body text of each email.
  6. The attached files – the attachments are saved to this path, but only if the Attachment folder under the General Settings is a shared folder.

How to Email Microsoft Outlook Meeting Requests from SAP Business One, Web Client Activity

You’ve learned how to email marketing documents in different file types. Thanks to the integration with Microsoft 365, you can also send Microsoft Outlook meeting requests from SAP Business One, Web client Activity. In this video, you will learn how to send a meeting request to the relevant participants.

The following steps outline the tasks demonstrated in the Emailing Microsoft Outlook Meeting Requests from SAP Business One, Web Client video.

Steps

  1. To email a Microsoft Outlook meeting request, on the SAP Business One home page, choose the Activities tile.

  2. Find the activity that you want to send a meeting request for and choose the arrow to the right of that activity.

  3. Choose the share icon.

  4. From the dropdown menu, select Send Meeting Request. The Outlook calendar opens in a new tab.

  5. From the Outlook calendar, navigate to the date of the meeting. 

Result

The new meeting request is automatically created for the activity. 

Track Meeting Requests in SAP Business One, Web Client

After Jayson sent the meeting request to Bill and his customer, he wants to track it. Outlook meeting requests aren’t registered in the SAP Business One Sent Emails Report – only emails are tracked in this report.

However, Jayson can track this meeting request, and others sent, in the email log together with all emails sent from SAP Business One.

Steps

  1. From the home page, choose the Analytics group, then choose the User-Defined Queries tile.

  2. Choose the Create button.

  3. Under the General tab, enter a descriptive name for the query.

  4. From the Category dropdown list, select a category.

  5. To request business data from the database tables, enter an SQL Statement. In this example, enter: SELECT *  FROM EML1 T0

  6. In the Columns section, edit the metadata, where required.

  7. Choose the Preview tab.

Result

You will see the first 1000 query results returned from the database tables.

Note
For more details on how to Create User-Defined Queries, refer to this page in the Help Portal.

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