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Auto email notification to different customers such as customer type and order details.

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Posted on by PK-12111958-0

We are thinking of switching to Business Central for our customer service, sales and warehouse team
we have two types of customers: 1- whole goods and 2- Parts
I would like to know when we create an order for any of these customers, and want to send them email notification for their order summary
is there a limitation on how many filter we can have in place? I give you an example
I want to send an email to a customer is a parts customer and they places and order for a part to be delivered to them
and I have another customer who is also a parts customer and they want to pick up the part.
I also have a whole goods customer who wants some items to be delivered to them
I want to send the customer who wants parts to be delivered to them an email that explains the delivery situation and give them a timeframe and a link to the tracking number so they can follow the package
I want to send the customer who wants to pick up the part an email that says parts is ready to be picked up and time frame to pick it up
I also want to send an email the whole goods customer to let them know their item is on it's way or something along those line

Is this possible to do? or is there some sort of system limitation as to how many filters we can use?

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Dynamics 365 Business Central migration

Dynamics 365 Business Central

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cliffdani 36 on at

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Hi

If Email Setup is configured you can send the email to the customer as manually typing in the field of your desired message

or you can use pre-defined templates as well.

If you meant whether you could have several other options like below this requires development.

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PK-12111958-0 4 on at

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Thank you so much for your reply, but I would like to rewrite my question in a different way so it more clear.

We are exploring a switch to Business Central to support our customer service, sales, and warehouse teams. We serve two types of customers—Whole Goods and Parts—and want to send automatic order notifications tailored to each customer type and order situation.

Our goal is to use predefined templates and document attachments to automatically send emails with relevant order details. Here’s how we’d like the system to function:

For Parts Customers:

If a customer orders a part for delivery, we want to send an email explaining the delivery process, providing an estimated timeframe, and including a tracking link.

If a customer orders a part for pickup, we want to send an email notifying them that their order is ready for pickup, along with the pickup timeframe and instructions.

For Whole Goods Customers:

When a whole goods order is placed for delivery, we want to send an email confirming the order is en route, with information about delivery timing or status updates.

We’d like to understand if Business Central can accommodate these requirements. Specifically:

Is it possible to set up automated emails based on predefined documents and email templates for different order and delivery scenarios?

Are there any limitations on the number of filters or conditions we can apply to trigger specific emails for each unique order type and delivery method?

Thank you for your guidance on whether this setup is achievable in Business Central or if there are any restrictions.

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Valentin Castravet 31,452 Super User 2025 Season 2 on at

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Yes, this is all possible with standard out-of-the-box functionality. In the system you can set up different report layouts. When you email an order, the system uses a report—like the sales order report. This allows you to create different report layouts (e.g., one sales order layout for parts customers and another for whole goods customers) and assign a default report layout for each customer.

Alternatively, instead of each customer having a default report layout, you can choose a specific report layout when sending an order.

Additionally, as mentioned below, the system lets you manually modify the information being sent in the email.

Valentin Castravet
Work: Zander ERP Services
Blog: Dynamics 365 Business Central Insights
LinkedIn: www.linkedin.com/in/valentin-c-0500a247/

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YUN ZHU 95,681 Super User 2025 Season 2 on at

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It sounds like all you need to do is set up different email templates for different customers.

Hope the following can give you some hints.

Dynamics 365 Business Central: Report Selection for standard documents (Set up default reports)

https://yzhums.com/43664/

Thanks.

ZHU

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