[How to] Configure Change based alert email notification for record creation/deletion in D365 F&O Part 1

Dear Dynamics 365 Community,

Welcome to my next blog on a very useful functionality called Change Based Alert email notifications in Dynamics 365 Finance and Operations

Business Scenario

With this powerful feature business can take advantage of many alert notifications for their day to day work

Few most common scenarios are as follows

1. Accounts payable/Accounts receivable controller wants to be notified if a new vendor/customer has been created in system
2. AP/AR manager or clerk wants to be notified if a new Purchase Order/Sales Order has been created in the system
3. Any other forms where business users want to be notified if any record details have been changed and many more similar requirement

Let’s explore the functionality

Pre-requisite-

1. System Administration->> Setup->>Email->>Email parameters

Email parameter needs to be configured with the Exchange/SMTP email server, these details we get from the business IT team

2. Once the SMTP/Exchange server setup is done, we can test the email setup by the Test Connection or by sending the test email

3. Email Distributor batch to configure for recurrence purpose (if not running already), class name for the batch is SysEmailDistributor- this batch will send the email to respective users.

Configuration

To create Change Based alert, we need to follow the below steps

• Configure Custom Alert Rule in D365
• Configure recurring periodic task for sending notifications in email

 Steps to follow 

• Configure Custom Alert Rule in D365

We shall configure an alert if a new vendor is created in the vendor master

Navigate to Accounts Payable->>Vendors->> All Vendors->> Options->> Create a custom alert

The below window will open for creating alert

Add the required details such as Email Subject, Email Body text, Email recipients, event etc, all the explanation in the below screen shot.

Once done click ok

We can modify our created alert rule from manage alert rule form, see below

• Configure recurring periodic task for sending notifications in email

Navigate to System Administration ->> Periodic Task->> Alerts->> Change based alert

Select recurrence

Create recurring job from there with no end date

Once done, validate the batch job is created and in waiting state

Configurations are done and ready to start the process

Let’s check the email notification process by creating a vendor

End Results 

I’ve created a dummy vendor for this test validation and got the below email from Dynamics to my Gmail email ID with the subject “Vendor created” as we have configured this earlier

Let’s check the body, see below, the message is in the email which we have configured earlier

User can click on the vendor account in the email, this will go to dynamics to the record in the vendor master

That’s it for this blog, however, to create the change based alert for any other form, fields, the process is same.

Stay tuned for the second part of this series, where we shall talk about due date alert.