Businesses deal with multiple customers and multiple contacts on a daily basis. Even internally, multiple different parties might be in charge of different functions that reach out to a specific customer contact on any given day, sending a multitude of different documents. By doing so, not only is there an increase in manual work, but also causes the recipient confusion when there are different layouts from different senders within the same organization. In turn, this affects your branding and customer engagement efforts. Enter Business Central’s “Customer Document Layout” function, the one-time setup for sending standardized documents to a specific customer contact.

Not only does this save time in sending customer documents, but also makes for an altogether more presentable and “united front” when engaging with customers.

Setting It Up

Here’s what you’ll need to do to set up the “Document Layout” function from the Action Bar of the Customer card.

To quickly set up using the default available sales documents, click “Copy from Report Selection” from the Action Bar on the Document Layouts page.

In the event that there are multiple report layouts defined in the page Document Layout, without a defined a custom report layout, you will have to choose an available layout from the Custom Layout Description field first.

Then, select the document layout to use for the sales document type.

Next, click “Select Email from Contacts” to assign the specific contact to documents for releasing.

Then, select the expected recipient from the list and click OK.

Finally, you will now notice that your selected recipient has now been added to the document layout list.

Hooray! The setup for the document layout is now complete.

Other Use Scenarios

This is also applicable when you need to send special instructions or details to specific customers. For example, in the event of international customers who require additional customs information on the document. You can then select the report layout that fits the requirements, essentially having a different layout for domestic and international customers all with just a one-time setup.

*In order to send documents via email, you will need to complete the SMTP setup as well.

Start Showing Your Customers an Aligned Front Today!

Saving time and effort compiling related documents to a particular customer is important. Equally as important is showing your internal unity and alignment, which ultimately leads to better trust and customer satisfaction. Using standardized Document Layouts ensures that your customer will always get a uniformed “look and feel” no matter which of your departments sends them an email. Props for branding!

Furthermore, this function helps to reduce errors and minimizes the possibility of sending sensitive information to the wrong recipient.

This article is presented to you by our in-house BC Functional Expert.

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