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Alerts - sending email

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Posted on by DELDYN

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Hi,

let's say i want to create an alert to send an email when a customer record gets created. I have 6 generic questions

There are two things

changed based alert and due date alerts.

I think for this case, changed based alert is needed. What is the difference if i click on "changed based alert" once or if i click batch processing true? if i don't put batch processing true, does that mean it will only run once? i mean i will only get one email and that's it?
Regarding due date alerts, is this needed for any date field? So if i create an alert when field has changed. Now if i put the event as "has changed", will I need the "due date alert" or only "changed based alert" is needed? And if put the event as "is due" or "is due in" then will I need this "due date alerts" instead?
In the case where due date alert is needed, running it alone is enough or will i need to "changed based alert" with it?
also for due date alerts, what is the difference between running it once or clicking batch true?
When we create custom alert, there is "send externally" flag. Is this needed when i want to send an email to another domain. I mean if the company domain is xx.com and i want to send it to yy.com then i need to tick this flag as true? or no need? or will i need this flag only if i want to send the alert as business event?
There is "Email distributor batch" what does this one do? do i need this enabled for any alert that sends an email? and same thing what is the difference between running it once or as batch?

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Dynamics 365 Finance

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André Arnaud de Cal... 303,730 Super User 2026 Season 1 on at

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Hi Deldyn,

Great to see you have more questions related to alerts apart from your other thread. Let me try to answer them.

The batch processing, is an option to run it in the background. In case this is not selected, it usually runs on your client session. Then you need to wait until the job is finished. For recurrency, you need to run it in background AND you need to set the recurrence pattern without an end condition.

The due date alerts is acting on existing data. E.g. for planned maintenance, you have a date in future. Once it approaches that date, you can set an alert. This is an alert on data that is prepared in the past. You may also have alerts on expiry of certificates.

For processing the due dates, you need the separate batch job for due date processing, The due dates and changed based jobs run independently.

See the reply on the first question for run once or via batch.

The Send externally option is designed only for processing business events. There is no relation with external email addresses. In this case externally is an external application (endpoint).

Email distributor batch is indeed intended for sending pending emails created from e.g. alerts. Once configured correctly, it also has a retry mechanism in case the email sending has a failure. For running it once or as batch was explained with the first question.

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Giorgio Bonacorsi 2,071 on at

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Hello,

Here are brief answers to your questions:

Batch processing: You need two batches running in the background to handle alerts properly. Configure them with your preferred recurrence (example: every 10 minutes). D365FO generates notifications during batch execution. Without the batch, notifications accumulate but are never sent. Here the configuration indication: https://learn.microsoft.com/en-us/dynamics365/fin-ops-core/fin-ops/get-started/alerts-managing

Date-based conditions This depends on the field type selected. For date fields, the main options are:

As changed: Triggers when someone modifies the date (possibile for some tables).

Is due: Triggers when the date matches the batch execution date

Is due in: Triggers when the date matches the batch execution date + the number of days set (I did a test just to be sure :-D )

Send externally Instead of letting D365FO send emails directly, configure the notification to trigger a Business Event. Then use Power Automate to build your custom flow (example: send to Teams, format emails differently, etc.).

Email distributor batch: This second batch is also required. The Alerts batch creates the send requests, but the Email distributor batch actually delivers the emails.

Let me know if you need more details!

Thank you,

Giorgio

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