Emailing Documents and Meeting Requests 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.

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 Administration → System Initialization → Print 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 Option → Email with PDF Attachment option → Send.

   3. To email the sales order as a hyperlink in the email body, select Choose Email Option → Email with Hyperlink in the Email Body → Send. 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).

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.

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.

   

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.

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.

   

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.

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. 

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.

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.