Setup Email in Advanced Projects by Progressus
Dynamics 365 Business Central added new functionality to broaden the number and types of accounts that can be used when setting up Email in Dynamics 365 Business Central. In the past, users could only use SMTP, which was configured with one central Email account.
For more information on setting up Emails and assigning Email 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 you set up for users 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.
Advanced Projects has the capability to 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 sales or purchase order, or a notification, such as a change order or budget approval. You can use Email accounts for specific scenarios. For example, you can specify that users always send sales documents from one account, purchase documents from another, and warehouse or production documents from a third account. You can assign, reassign, and remove scenarios, but you can only assign a scenario to one Email account at a time. The default Email account will be used for all scenarios that are not assigned to an account.
To take advantage of this new functionality, Advanced Projects by Progressus added the ability to use a shared SMTP Email account for specific processes within Advanced Projects.
Once the Setup Email process is complete, navigate to Email Scenario Assignment using the search tool.
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., Sales Orders) and click OK to add that scenario to the highlighted Email account. The system will use the assigned Email to send all sales orders. Continue choosing the Email account and one scenario at a time.
Email Assignments
Advanced Projects by Progressus includes the following Email assignments in the Email Scenario page.
Email Assignment Scenario for Timesheets
Timesheet Workflow - this will work with the following processes (if they are enabled):
Timesheet Configuration Card > General fast tab:
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 need to be sent if timesheets are not submitted. This configuration option is used when the send Email if period not closed option is used.
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 fast tab:
- Send Email to Line Manager after PM Approval: Specifies, if selected (true), to send an Email to the Line Manager after PM 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 fast tab 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 PE after PM & LM 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** fields are selected in the **Timesheet Configuration** > **Timesheet** fast tab are enabled.
- Role Center > Processing > Time & Expense > Email 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.
For information on sending approval Emails on Timesheets to Project Managers, Line Managers and Project Executives, see: Timesheet FastTab
Email Assignment Scenario for Expenses
Expense Workflow - this will work with the following fields (if they are enabled):
Timesheet Configuration Card > Expense Sheet fast tab:
Approve Expense Sheet: Checking this box allows the definition of which approvals are required for resources associated to this expense sheet configuration. When this box is checked, 3 additional check boxes are available to define approval. The approval options are: layer 1 project manager must approve expenses, layer 2 line manager must approve expenses, layer 3 project executive must approve expenses. Any combination of these approval levels can be chosen. If approval is not required then uncheck the approve expense sheet box. For example, if line manager must approve expenses is the only approval box checked, then users will use the expense approval screen and choose layer 2 in the view as dropdown to approve expenses and no additional approval is required.
Email on Exp. Appr.: Checking this box allows the definition of which approvals are required for resources associated to this expense sheet configuration. When this box is checked, 3 additional check boxes are available to define approval. The approval options are: layer 1 project manager must approve expenses, layer 2 line manager must approve expenses, layer 3 project executive must approve expenses. Any combination of these approval levels can be chosen. If approval is not required then uncheck the approve expense sheet box. For example, if line manager must approve expenses is the only approval box checked, then users will use the expense approval screen and choose layer 2 in the view as dropdown to approve expenses and no additional approval is required.
Email on Exp. not submit: Check this box if Email alerts need to be sent, if expense sheets are not submitted. This configuration option is used for the open expense items which are created but not submitted.
Email 1st Appr. on Exp. Submit: Check this option to send an Email to the 1st approver after the expense sheet has been submitted.
Expense Sheet Approval: These fields are only displayed when Approve Expense Sheets is selected (or true).
Project Manager Must Approve Expenses: Check this box if project manager approval is required. This is the first layer of approval. If this box is checked, then any resource designated as project manager or person responsible on the project card is allowed to approve this level. Additionally, permissions can be given to any resource in the permissions screen by checking the approval box. Project executives are also allowed to approve for this layer. Any resource that has the project executive box checked on the resource card is allowed to approve this layer. All layer 1 approval is done by going to the expense approval screen and choosing layer 1 in the view as dropdown
Send Email to Line Manager After PM Approval.
Line Manager Must Approve Expenses: Check this box if line manager approval is required. This is the second layer of approval. If this box is checked, then any resource designated as line manager or line manager 2 on the resource card is allowed to approve this layer. Project executives are also allowed to approve for this layer. Any resource that has the project executive box checked on the resource card is allowed to approve this layer. All layer 2 approval is done by going to the expense approval screen and choosing layer 2 in the view as dropdown.
Project Executive Must Approve Expenses: Check this box if project executive approval is required. This is the third layer of approval. If this box is checked, then any resource designated as project executive on the resource card is allowed to approve this layer. This approval will likely be done by an accounting staff member or executive. All layer 3 approval is done by going to the expense approval screen and choosing layer 3 in the view as dropdown.
Role Center > Processing > Time & Expense > Email Unsubmitted Expense Sheets
The Email subject and body text will use the Mail Notifications setup for Expense Sheets found in Resources Setup. For more information on this, see: Expense Sheet.
For information on sending approval Emails on Expense Sheets to Project Managers, Line Managers and Project Executives, see:
Email Assignment Scenario for Contracts
Contract Workflow - this will work with the following fields (if they are enabled):
- Contract Card > Approval fast tab > Approval Emails
- Contract Card > Approval fast tab > Reject Email
The Email subject and body text will use text generated from Project Setup > Contract Email Setup.
- Rejection Email (if enabled)
- Approval Email (if enabled)
For more information, see: Contract Email Setup
Email Assignment for Subcontracts
Subcontract Workflow - this will work with the following fields (if they are enabled):
- Subcontract Card > Approval fast tab > Approval Emails (if enabled).
- Subcontract Card > Approval fast tab > Reject Emails (if enabled).
The Email subject and body text will use the text generated from Project Setup > Subcontract fast tab.
- Rejection Email (if enabled)
- Approval Email (if enabled)
For more information, see: Project Setup - Subcontract or Approvals fast tab
Email Assignment for Project and Task Alerts
Project and Task Alert - this will work with the following fields (if they are enabled):
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.
The Email subject and body text will use the text generated from Project Setup > Project Alerts fast tab.
- 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 Alerts