Do you often get confused by all the system notification emails because of the same sender email address? Then you should use this new function to differentiate specific system notification emails by sender from now on.

In this article, we will show you how to use the “Send as” function in Microsoft Dynamics 365 Business Central to be able to identify different system notification types sent to them by different sender addresses.

INTRODUCTION TO THE “SEND AS” FUNCTION

Microsoft Dynamics 365 Business Central is an ERP system that allows you to setup SMTP Mail for system notification emails. It allows both your team and external parties to receive notifications such as approval statuses and monthly reports.

However, using only 1 sender email address to blanket all system notification emails might be overwhelming for users as there is no quick way to identify the purpose or department each email is from. By default, all system notification emails are sent out from one singular email address. This often causes recipients confusion and frustration when trying to locate a specific type of notification. Especially so when there are several approvals, notifications and reports during a specific time frame. This is where setting up the “Send As” function in SMTP Mail comes into play. This method allows for different sender email addresses for different types of notifications such as approval status notification emails. By differentiating the sender email address, recipients are immediately able to identify the type of notification.

SETTING UP THE “SEND AS” FUNCTION

Setting up the Send As function in Dynamics 365 BC is easy and can be completed within 5 minutes. To do so, you must first have system permissions to access the SMTP Mail Setup. If you don’t already, your system administrator will be able to help you with that.

Step 1: Navigate to Setup Page

Once you log on to your 365 BC Role Tailored Centre, navigate to the SMTP Mail Setup page by using search bar on the top right corner.

Step 2: Setup via General FastTab

Upon successful access to the SMTP Mail Setup page, find the “Send As” function setup in General FastTab. You will then see the “Send As” field to define your desired email address. Lastly, turn on “Allow Sender Substitute”.

Viola! You’re all set!

A couple of things to note:

Now that you have more than one email address that the system can use to send out system notification emails, the system will determine which email address to display by adopting the following logic.

1. Messages in a workflow will by default still display the sender address specified in the E-Mail field on the Approval User Setup page.
2. The priority for other system notification emails will be the address specified in the Send As field in the SMTP Email Setup page.
3. Failing which, the displayed sender address will be the address specified in the User ID field in the SMTP Email Setup page

START USING NOW – IF YOU HAVEN’T ALREADY

The “Send As” function is definitely one for the books (bookmark this post!), especially for organizations that process many different types of transactions and approvals. Have a different email address for notifications from different departments or even different personas to external parties. The usefulness of this function certainly makes this quick 5 minute set up worthwhile.

Need help with your Microsoft Dynamics 365 Business Central? Get in touch with our friendly consultants via  sales@crt-insights.com or visit this link to find out about our Live-in-5 Rapid ERP Implementation Program now to fast track your digital transformation!

This article is the work of our talented Systems Specialists at CRT Insights Technologies. All rights reserved.