Setup Email in Progressus
Dynamics 365 Business Central has added new functionality to broaden the number and types of accounts that can be used when setting up Email. In the past, SMTP was the only option, and it and was configured with one central Email account.
For more information on setting up and assigning Scenarios to Email Accounts in Microsoft Dynamics 365 Business Central, see: Set Up Email.
Note
The Microsoft 365 Connector and Current User Connector extensions use the accounts set up in the Microsoft 365 Admin Center for your Microsoft 365 subscription. To send Email using the extensions, users must have a valid license for Exchange Online. Additionally, these extensions require that the Allow HttpClient Requests setting is enabled. To check whether it is enabled for these extensions, go to the Extension Management page, choose the extension, and then choose the Configure option. External users, such as delegated admins and external accountants, cannot use these extensions to send Email messages from Business Central.
Progressus can use SMTP Email without additional licenses. The only requirement is to have an SMTP Email Account.
Email scenarios are processes that involve sending a document, such as a Timesheet for approval. The scenarios used in Progressus are Contract Workflow, Expense Workflow, Project and Task Alert, Subcontract Workflow and Timesheet Workflow.
To take advantage of this functionality, Progressus added the ability to use a shared SMTP Email Account for specific processes.
Once the Setup Email process is complete, use Search to navigate to Email Scenario Assignment.
Highlight the Email account for scenario assignment.
Assign scenarios: Click on this option to open the page that displays available scenarios.
Select an Email Scenario from the list (i.e., Expense workflow) and click OK to add that scenario to the highlighted Email account. The system will use the assigned Email to send all notifications regarding expenses. Specify multiple scenarios by using the Select More option.
Email Assignment Scenario for Timesheets
Timesheet Workflow
Used with the following processes (if they are enabled):
Timesheet Configuration Card > General FastTab
Timesheet Approval
| Field Name | Description |
|---|---|
| Send Email Alert on Timesheet Approval |
Specifies to send an Email alert to a Resource when a Timesheet has final approval or a rejection. |
| Send Email Alert when a Timesheet is not submitted | Specifies, if selected (true), that Email alerts will be sent if Timesheets are not submitted. |
| Send Email to 1st Approver when Timesheet submitted | Specifies, if selected (true) to send an Email to the 1st approver after the timesheet has been submitted. |
Timesheet Configuration Card > Timesheet FastTab
| Field Name | Description |
|---|---|
| Timesheet Approval | |
| Send Email to Line Manager after PM Approval |
Specifies, if selected (true), to send an Email to the Line Manager after Project Manager approval. |
Note
Send Email to Line Manager after PM Approval displays only when both the Project Manager Must Approve Time and the Line Manager Must Approve Time fields in the Timesheet Configuration > Timesheet FastTab are enabled, and the option Send Email to 1st Approver when Timesheet submitted is enabled.
| Send Email to Project Executive for Timesheet |
Specifies, if selected, (true), to send an Email to the Project Executive after Project Manager & Line Manager approval. |
Note
Send Email to Project Executive after PM Approval displays only when Project Executive Must Approve Time is selected, and either the Project Manager Must Approve Time or the Line Manager Must Approve Time field is enabled in the Timesheet Configuration > Timesheet FastTab.
Email Unsubmitted Timesheets
Navigate to Role Center > Processing > Time & Expense > Email Unsubmitted Timesheets. This will generate the emails to the Resources with unsubmitted Timesheets.
- The Email Subject and Body Text will use the Mail Notifications setup for Timesheets found in Resources Setup. For more information on this, see: Mail Notification - Timesheet.
Email Assignment Scenario for Expenses
Timesheet Configuration Card > Expense Sheet FastTab
Expense Sheet Workflow
Used with the following processes (if they are enabled):
Expense Sheet Approval
| Field Name | Description |
|---|---|
| Send Email to Line Manager after PM Approval |
Specifies, if selected (true), to send an Email to the Line Manager after Project Manager approval. |
Note
Send Email to Line Manager after PM Approval displays only when both the Project Manager Must Approve Expenses and the Line Manager Must Approve Expenses fields in the Timesheet Configuration > Timesheet FastTab are enabled, and the option Send Email to 1st Approver when Exp. submitted is enabled.
| Send Email to Project Executive Approval |
Specifies, if selected, (true), to send an Email to the Project Executive after Project Manager & Line Manager approval. |
Note
Send Email to Project Executive Approval displays only when Project Executive Must Approve Time is selected, and either the Project Manager Must Approve Time or the Line Manager Must Approve Time field is enabled in the Timesheet Configuration > Expense Sheet FastTab.
Email Unsubmitted Expense Sheets
Navigate to the Role Center > Processing > Time & Expense > Email Unsubmitted Timesheets.
- The Email subject and body text will use the Mail Notifications setup for Timesheets and Expense Sheets found in Resources Setup. For more information on this, see: Mail Notification
Email Assignment Scenario for Contracts
Note
Emails can be generated for Contract Change Orders.
Contract Workflow
Used with the following processes (if they are enabled):
- Contract Card > Approval FastTab > Approval Emails
- Contract Card > Approval FastTab > Reject Email
The Email subject and body will use text generated from Project Setup > Contract Email Setup FastTab.
- Rejection Email (if enabled)
- Approval Email (if enabled)
For more information, see: Project Setup >Contract Email Setup
Email Assignment for Subcontracts
Note
Emails can be generated for the Subcontract, Change Orders, and/or Payment Requests.
Subcontract Workflow
Used with the following processes (if they are enabled):
- Subcontract Card > Approval FastTab > Approval Emails (if enabled).
- Subcontract Card > Approval FastTab > Reject Emails (if enabled).
The Email subject and body text will use the text generated from Project Setup > Subcontract FastTab.
- Rejection Email (if enabled)
- Approval Email (if enabled)
For more information, see: Project Setup - Subcontract or Subcontract Card > Approvals FastTab
Email Assignment for Project and Task Alerts
- Project and Task Alert - used with the following fields (if they are enabled):
| Field Name | Description |
|---|---|
| Project Plan - Project Alert % |
Specifies the percentage for when an alert is raised. For example, when Project Alert % = 10 and Budget Amount = 5000, Calculated Alert Level = 5000-500 = 4500. When actual usage reaches 4500 or more, the system will raise an alert. |
| Project Plan > Task Alert % | Specifies the percentage used to calculate the amount to trigger an alert for a Task line in the Project Plan. When the Difference field reaches the Calculation Amount, the number will change to yellow or red, depending on the user specified alert calculation value. Example, when the Task Alert % = 10 and the Budget Amount = 5000, Calculated Alert Level = 5000 -500 = 4500. When actual usage for the Task reaches 4500, the color will change to yellow. When the value reaches 5000 or more the amount will be displayed in red. |
| Project Plan > Email Alerts | Specifies, if selected (true), that Email Alerts should be sent to the Project Manager and Person Responsible when the yellow alert or red alert status is reached on a Project or Task. |
| Project Setup > Project Alerts FastTab | The Email subject and body will use the text generated from Project Setup > Project Alerts FastTab. |
| - Project Alert Subject | |
| - Project Alert Body | |
| - Task Alert Subject | |
| - Task Alert Body | |
| Task Card > Email Alerts | Specifies if Email Alerts should be sent to the Project Manager and Person Responsible when the yellow alert or red alert status is reached on the Task. |
For more information, see: Project Setup - Project Alerts