Send PDF quote by e-mail, how to change fullfiled e-mail address

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Posted on by WojciechSG

Hi,

I have a following challenge which I cant resolve:

- when we are in quote we can generate a PDF template, in the same window we can use /Send by e-mail/

- new window appears when we can send generated template

- in /TO/ field I have a /Account/ instead of /Contact/ e-mail

I've spent a lot of time looking how to change this default field to fill with contact, not with account and I failed.

Please let me know if anyone can give me some advice how I can change this?

I can change this address manualy ech time my salesperson open this window but it's not a solution...

It looks that this field is filled from quotes /potential customer/ field, which contains Account details. When I manually change this field to Contact then the /To/ e-mail field is correct.

I understand I have two ways:

1) change the /potential customer/ in quote to fill with contact instead of account when creating quote from opportunity

2) change the /send by e-mail/ process to fill /To/ field by contact instead of account

In both ways I have to idea how to achieve this.

I look forward for you help.

Best regards,

Wojtek

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Answers (1)

WojciechSG 14 on at

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Send PDF quote by e-mail, how to change fullfiled e-mail address

Great answer Leah!

Problem solved.

Thank you.
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Leah Ju Microsoft Employee on at

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Send PDF quote by e-mail, how to change fullfiled e-mail address

Hi Partner,

Please refer to the following steps and screenshots:

Settings > Process:

Trigger:

Add steps:

Condition:

Update quote：

I hope you can mark my answer verified if it is helpful! If you have any questions, please feel free to contact me.
Regards,
Leah
WojciechSG 14 on at

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Send PDF quote by e-mail, how to change fullfiled e-mail address

Let me show you what I mean:

I create opportunity with contact and account:

Then I create a quote, when potential customer is account:

When I wan to send quote by mail i have account:

But when I will not fulfill account on opportunity the flow looks following:

The potential client is contact:

And send email is filled with contact as I would like to have always:

I would like to create a workflow to change the potential customer to contact, when it's filled with account.

We need to register opportunity for both account & contact.

How can I achieve this?
Leah Ju Microsoft Employee on at

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Send PDF quote by e-mail, how to change fullfiled e-mail address

Hi Partner,

Contact from opportunity?

The email has nothing to do with the opportunity, and it's difficult for the workflow to cross multiple entities to get to the contacts on the opportunity.

1.Build new relationship between email and opportunity, using workflow to get related opportunity firstly, then get contact from this opportunity.

2.Using power automate or js code to get value across multiple entities
WojciechSG 14 on at

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Send PDF quote by e-mail, how to change fullfiled e-mail address

Thanks for your reply Leah,

Question:

Where are you trying to get contacts from: associated with an account? Or associated with an opportunity?

Answer:

From opportunity.

Can you advice how to build a workflow to change/update this e-mail field to contact?

I will appreciate your help.

Best regards,

Wojtek
Suggested answer

Leah Ju Microsoft Employee on at

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Send PDF quote by e-mail, how to change fullfiled e-mail address

Hi Partner,

It doesn't seem to be one simple thing: changing the recipient of an email to a contact.

The only relationship between the contact and the quote entity is through the 'potential customer' field.

If ‘potential customer’ field was populated with account, which means that the current quote is not linked to any contacts.

Where are you trying to get contacts from: associated with an account? Or associated with an opportunity?

Either way, there is no OOB way for us to prevent the recipient of the email from having the 'potential customer' field populated on the quote.

We need to consider whether to use a workflow or js code to update the 'To' field on the email after it is created.

I hope you can mark my answer verified if it is helpful! If you have any questions, please feel free to contact me.
Regards,
Leah
WojciechSG 14 on at

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Send PDF quote by e-mail, how to change fullfiled e-mail address

Thanks Leah for this great explanation.

Is there a way to change "To" field in generated pdf file when sending mail?

It looks that this could be easiest way to achieve a solution: leave field "potential customer" untouched and change the field in the mail form from "account" to "contact"

I will appreciate your answer.

Wojtek
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Leah Ju Microsoft Employee on at

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Send PDF quote by e-mail, how to change fullfiled e-mail address

Hi Partner,

In both the Opportunity and Quote entities, there is a field called 'potential customer'.

In the Opportunity:

--This 'potential customer' field is populated with account or contact.

--If only a contact is defined on the opportunity the contact will become the potential customer, otherwise the potential customer is the account.

And Opportunity and Quote have 1:N relationship, these two fields are mapped automatically:

So, The 'potential customer' on the opportunity is automatically populated to the 'potential customer' on the quote when you create the quote from the opportunity.

Change the /potential customer/ in quote to fill with contact instead of account when creating quote from opportunity.

--The field mapping mentioned above cannot be edited and removed, perhaps we need to consider using an automated process(workflow/flow) to change this field on the quote.

--After quote created, get contact from opportunity and update 'potential customer' field on quote.

I hope you can mark my answer verified if it is helpful! If you have any questions, please feel free to contact me.
Regards,
Leah
WojciechSG 14 on at

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Send PDF quote by e-mail, how to change fullfiled e-mail address

The principal contact is fullfiled in account, but in quote, in potential customer field still have account instead of contact.

In previous step I added "Account" field to opportunity (we need to assign account to opportunity), this step changed the potential customer field in new generated quote to account.

When the Account field is empty on opportunity then potential customer on quote is contact.

So I can have contact on quote when no account is assigned to opportunity!
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Mohamed GRAIB 2,498 Super User 2024 Season 2 on at

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Send PDF quote by e-mail, how to change fullfiled e-mail address

Hi,

Have you tried to fulfill the field "principal contact" in the account form ?

If you mention your principal contact in each account, the To field will get the information of this contact.

For information, this principal contact is related to the potential customer that you have in the quote.

Hope that's helpful,