Hello Everyone,

We have lots of emailing documentation out there, but I have found that some of it can be a bit hard to find depending on how exactly you search.

To help everyone find what they need, I wanted to get this article out, which will serve as a master list of links to other emailing documentation.

Please note that these steps are outlined for Documents first, with Workflow coming at the end. 

If you run into issues, or errors, see the troubleshooting guide here: Dynamics GP Email Troubleshooting Guide - Microsoft Dynamics GP Community

Contents

• System Wide Setups
• System Preferences
  • MFA
  • Enable Email and File Format Types
  • Enable Word Templates
• Module Specific Setups
  • Purchasing
    • EFT/Check Remittances

    • Mass Update Vendor Email Settings

  • Sales
    • Invoices/Orders/Quotes
    • Statements
      

    • Mass Update Customer Email Settings

• Workflow

System Wide Setups

System Preferences

To start off, when it comes to setup of the system, the first step is to pick MAPI or Exchange in System Preferences.

System Preferences can be found under GP -> Tools -> Setup -> System -> System Preferences.

(keep in mind this setting is stored in the DYNAMICS database and is system wide, so changing this setting will affect all users)

 

The difference between these two options is how GP is going to attempt to email. Outside of this window and the MFA section below, all other setup within GP is identical regardless of which option is selected. 

• MAPI
  • MAPI emailing uses a call to Outlook to email. This requires a 32bit Outlook to be installed on the same workstation as the Dynamics GP client
  • Be aware that this process can have issues when using Remote Desktop Servers for RDP/CItrix or Remote App. Usually these issues can be resolved by making sure Outlook is installed on the Remote Server, and that all users launch a direct Remote Desktop session and run both GP and Outlook as an Admin once to complete the Outlook login process. Exchange is strongly recommended for all Remote Desktop/Remote App environments due to these issues. 
• Exchange
  • Exchange emailing comes in two flavors, New and Old. Only GP 18.3 and newer can use the New functionality. Neither flavor requires Outlook, or anything outside of the GP application and an Exchange Server somewhere (On-Prem or O365 both work, hosted by anyone outside of MS is not supported but may work). 
  • The New functionality (covered in the MFA section below) uses MS Graph and Azure to send direct calls to Exchange to send emails. This uses OAuth and tends to be pretty reliable once setup is complete. 
  • The Old functionality uses the EWS endpoint to make a call to Exchange to send an email. This also relies on Basic Authentication, TLS 1.0, and Autodiscover (all of which are not used with the New functionality). Due to these requirements including old technology, sometimes system wide settings (i.e. Group Policy and O365 settings) cause the login process to no longer work. The Troubleshooting Guide can help track down these issues. 

MFA

If you pick Exchange, are past GP 18.3, and want to use MFA, you can find the setups for setting up Azure for MFA here:
Multi-Factor Authentication - Dynamics GP | Microsoft Docs

The GP side of the setup can be found here:
(+) Microsoft Dynamics GP Fall 2020 - Multi-Factor Authentication - Microsoft Dynamics GP Community

Enable Email and File Format Types

Step 2 (a + b) of this article:
Quick Step Guide to E-mail PM EFT Remittances in Microsoft Dynamics GP 2015/GP 2016

Enable Word Templates

Make sure the document is enabled as a template in Template Configuration Manger (Reports -> Template Configuration). Also make sure that the Enable Report Templates checkbox at the bottom is marked:

Module Specific Setups

Purchasing

EFT/Check Remittances

Full Guide can be found in the link below (Make sure to complete System setups first!):

Quick Step Guide to E-mail PM EFT Remittances in Microsoft Dynamics GP 2015/GP 2016

Mass Update Vendor Email Settings

Make sure you have the documents enabled by going through Step 2 of the Quick Step guide above.

1. Click on the Purchasing option on the Navigation Pane
   
2. Click the Vendors Navigation List
   
3. Mark the Vendors you want to update. The checkbox at the top (yellow in my screenshot below) will mark ALL vendors
   
4. Click the double arrows and select E-mail Settings
   
5. This will open the Mass Vendor E-mail Settings window, where you can enable/disable specific document types and change their formats for all selected vendors
   
6. Afterwards a yellow line will appear noting the results of the update:
   
   If the process failed you can click on the yellow bar to open the Status Message Detail window. This may show errors depending on where the issue occurred.

Sales

Invoices/Orders/Quotes

Make sure to complete System setups, then go further:

1. Go to Microsoft Dynamics GP | Tools | Setup | Company | E-mail Settings.
2. Click on the Sales Serieslink and mark the checkbox for the document you are trying to email (i.e. Invoice or Order). (If the standard message ID pops in, you can leave it.  Don't use a custom message ID yet that you created.  Keep it simple as possible for testing.)  Click OK.  Click OK again to close the window.
3. Open each Customer (Cards -> Sales -> Customer) and update the email found under the globe next to their Address ID, and make sure the document types are marked within the Email button in the bottom right
   NOTE: This does not update outstanding Sales documents, only new ones. All outstanding documents would need to be updated using the Envelope button next to their Customer ID on each document or an update to the SY04910.
4. You should now be able to email new documents from the transaction or batch entry windows within Sales

Statements

1. Go to Microsoft Dynamics GP | Tools | Setup | Company | E-mail Settings.
2. Click on the Sales Serieslink and mark the checkbox for Statement. (If the standard message ID pops in, you can leave it.  Don't use a custom message ID yet that you created.  Keep it simple as possible for testing.)  Click OK.  Click OK again to close the window.
3. Open each Customer (Cards -> Sales -> Customer) and update the email found within the Statement To Address by clicking on the Address link and then the Globe:
   
4. You should now be able to email Statements from the Customer Card (GP 2018 R2 or newer) and the Print Statements window.

Mass Update Customer Email Settings

Make sure you have the documents enabled by going through Steps 1-2 for either document option above (Invoices or Statements).

1. Click on the Sales option on the Navigation Pane
   
2. Click the Customers Navigation List
   
3. Mark the Customers you want to update. The checkbox at the top (yellow in my screenshot below) will mark ALL Customers
   
4. Click the double arrows and select E-mail Settings
   
5. This will open the Mass Customer E-mail Settings window, where you can enable/disable specific document types and change their formats for all selected Customers
   
6. Afterwards a yellow line will appear noting the results of the update:
   
   If the process failed you can click on the yellow bar to open the Status Message Detail window. This may show errors depending on where the issue occurred.

Workflow

Workflow setup comes down to the Workflow Setup window (GP -> Tools -> Setup -> System -> Workflow Setup)

You will want to make sure the Enable E-Mail for Workflow checkbox is marked. Then enter in your SMTP server’s information. Depending on the SMTP server, you may need to mark the “This server requires a secure connect (SSL)” checkbox.

You can use the Test E-Mail option to see if you get the emails. This does not confirm Workflow emails will work, just that the SMTP setup is correct.

Web Services are required to use the Enable E-Mail Actions checkbox:

You will need to setup each step to have the Send Message checkbox marked:

You can then select any of the default messages and try some approvals to make sure users get the emails. Its important to note that Active Directory is used a lot in this process.