Sage X3 Consultant Reviews How to Set Up Workflows and Emailing Reports

Sage X3 Consultant Tip:  Workflows and Emailing Reports in 6 Easy Steps

While out in the field on consulting engagements, I noticed that many customers took several steps to send purchase requests, orders, receipts, or invoices to business partners or customers.  I am happy to report that Sage X3 helps streamline this process and helps save time with this commonly requested and cumbersome task.  You know the drill – you have to send a customer an invoice so what do you do?  You print, scan, or save the invoice as a PDF then create a new email, find and add the business partner contact, find and attach the saved PDF document and finally send. These days it’s more common for clients and vendors to require electronic documents for their transactions, which make this traditional approach ineffective and inefficient. Thankfully, Sage X3 has embedded a powerful tool called Workflow that helps you do all of this in one single task and in an effective manner covering all the steps listed above.

It does take a little time to set up workflow so we wanted to share these steps with you in case you are a DIY (do-it-yourselfer). We have helped clients to set up the Workflow management in their Sage X3 and they have found this feature very useful. In this blog, I will highlight sending an email with a report attached. We will discuss the other features of Sage X3 Workflow Management in later blogs.

To be able to email automatically with reports attached through Sage X3, some prerequisites and settings are required.

Following are the 6 steps to set up and send emails to business partners with reports attached.

Sage X3 Consultant: 6 Steps to Set Up Sage X3 Workflows to Send Emails Automatically

Step 1: Configure in Sage X3 Management Console the Print server and Web server for the concerned folder.

It may be necessary to contact your system administrator to help with this step.

Step 2: Setting up the Workflow general parameters

• Go to Parameters -> General parameters -> Parameter Values.
• Find SUP module – Folder – (Folder Name). The print below is for a folder NATRAINV6
• Right click on Workflow and select Detail

• Enter the IP address or server name of your E-mail server here (SERMES)
• Select Server as E-mail Type (TYPMES)

• Click OK, Click End
• Save the parameter value edits and Click end.

Step 3: Setting up the Workflow Rule

• Go to Parameters -> Workflow -> Workflow Rules. Find workflow “APRINT”. The APRINT workflow rule is the standard rule that triggers the workflow emails

• Edit the General TAB as below

• In the tab recipient in the Conditions group, for each report to be attached and emailed, enter the condition apply this specific report. The condition would ensure that Workflow will execute for the concerned report only

In the Message tab

• Select Server, to use Outlook for sending set the sending option to ‘Client’.
• Check ‘Message can be edited” if you want to specify the additional recipients’ before mail is sent.
• Make sure that “File to attach” is set to “GFILPATH”.

Step 4: Setting up Workflow email addresses

• Setting up the User email workflow in the User function
• Go to Parameters -> Users-> Users. Find the users and add workflow email address

• Setting up the business partner contacts with function and email.
• Go to Common Data -> BPs -> Suppliers. Find the Suppliers and add contact in the contact tab.

In this case, Workflow will look to the Contact records and find the “Buyer” contact, and then reference the email address defined on this contact.

Step 5: Setting the Destination

• Go to Parameters -> Destinations -> Destination.
• Create a new destination with Message as Output Type.

Step 6 - Now you are ready to email with attached reports.

Procedure:

For the following case, I will send an email to my supplier with purchase order report attached

• Select or create and click Print

• Select a report format.
• Select the Destination code in the destination field and then click Print button

• Check your recipients and messages and Click Ok. All recipients referenced here will receive the e-mail with the message and this purchase order report attached.

Sage X3 Workflow embeds a lot of features, which may help to make your business processes more effective and efficient. Talk to us today at Mantralogix and we would be pleased to help you optimize your Sage software capacity.

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This blog was previously posted on Mantralogix Blog on June 18, 2013 – Configuring Sage ERP X3 to Email Reports