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Print Management > Purposes > Email

  • 1.  Print Management > Purposes > Email

    Posted Aug 16, 2019 01:47 PM

    I'm trying to get the Print Management > Purposes functionality setup so I can email documents such as Order confirmations and Purchase orders to our customers and vendors.  I'm following the directions I've found online, but continue to encounter errors.  Here is what I'm doing:

    (1) I setup a Purpose called Purchase order
    (2) I associate the Purpose to a Vendor contact Email address
    (3) I go to Print management and setup the PO Print to email to the Purchase order Purpose
    (4) I confirm a Purchase order and set "Use Print Management" ​
    (5) When I click OK I'm getting 3 warnings/errors:

    Tokens for Email(To) output. Vendor email address with purpose Purchase order was not found.
    An error occurred while printing report to Email after retrying 3 times.
    The email address in the To field is not valid.

    Has anyone been successful in setting up Print Management to send emails via Purposes?  If so, any thoughts on what I'm getting these errors?  As mentioned, I feel like I've followed the directions to a "T" that I've found online.




    Chris Harrison
    IT Integration Manager
    Fort Wayne Metals
    Fort Wayne IN

  • 2.  RE: Print Management > Purposes > Email

    Posted Aug 19, 2019 08:29 AM
    Hi Chris

    I have 1 question and 1 thing I can think of trying.

    Question: Are you setting up the e-mail on the vendor or on a vendor address? Because you can't use e-mail on vendor addresses sadly.

    Thing to Try: Can you try using one of the out of the box purposes like "Business"? I have only ever used Print Management with one of those using the steps you have listed and it has worked fine.


    Arush Kuthiala
    Western Computer
    Toronto ON

  • 3.  RE: Print Management > Purposes > Email

    Posted Aug 19, 2019 03:27 PM
    ​Hi Arush,

    Thank you for the response.  I am setting up the email from Procurement and sourcing > Vendors > All vendors, I then select a Vendor and click Vendor (Ribbon) > Contacts > View contacts, I then select a Contact and setup an Email address under the Contact information.

    I tried using the "Delivery" out of the box purpose and still got the same issue.



    Chris Harrison
    IT Integration Manager
    Fort Wayne Metals
    Fort Wayne IN

  • 4.  RE: Print Management > Purposes > Email

    Posted Aug 19, 2019 11:20 AM
    Hi Chris,

    I am not sure where your contacts are that you are trying to use, but we are on 2012 R3 and the contact purpose has to be set up on the Contact information fasttab for the customer or vendor.  If you set it up on the header level Contacts, it will not work.

    Susan Lindner
    The Shepherd Holding Company


  • 5.  RE: Print Management > Purposes > Email

    Posted Aug 19, 2019 12:22 PM
    ​Hello, I've set this up before successfully - but it's quite painful.

    1. Make sure your email is marked private. This is needed because one of the relationships that needs to be followed in the advanced queries only works if it is marked as such.
    2. It only really makes sense to set this up at the company level, as setup at the customer is simpler just to setup the email you want in print management. However, to do it at the company level, you will eventually need to setup an optional distribute rule, so it doesn't try to distribute for customers that do not have an email setup. Otherwise, as you've seen below, it blows up trying to perform the distribution and can't find the email.

    Cut & Pastes from my documention on setting up for email confirmations is below:

    Setup Custom Purpose: Go to Organization Administration, Setup, Global Address Book, Address and contact information purpose.

    1. Click New.
    2. For Purpose type: Sales Confirmation
    3. For Description: Sales Confirmation
    4. For Postal address: leave unchecked.
    5. For Contact information: check

    Setup Customer with distribution based on Customer Contact: Go to Sales Ledger, Common, Customers, All Customers

    1. Select the customer you want to setup distribution for.
    2. Click Edit to enter Edit mode of the Customer Details.
    3. Expand the Contact Information Fasttab
    4. Click the More options menu and select Advanced.
      1. The regular view does not allow users to select a purpose.
    5. Click the Add button.
      1. Enter a description for the email, such as Customer service, Planner, Sales, etc.
        1. For testing, you may want to use this to be unique enough that debugging is easy. Such as: Distribution to Tony from Customer Contact.
      2. Enter a type of E-Mail address.
        1. If typing in, you can type just "E-" and hit tab.
      3. Enter the email address you want the distribution to go to
        1. Be careful when testing – emails can accidently be sent externally! Do not use real customer email addresses.
      4. Click the Purpose drop-down, and ensure that Sales Confirmation is checked.
        1. You can select multiple purposes at the same time.
        2. You can't just type into the field, and because it's multi-select, you need to actually checkbox the ones you want – not simply click on the text.
      5. Check the private checkbox, but you can leave the others unchecked.
        1. The private checkbox is important, because without it checked, the system will not fetch the contact in some advanced queries.

    Setup Company Specific Document Handling Rules: Go to Sales Ledger, Setup, Forms, Form Setup

    1. Click Print Management
    2. Expand Sales order confirmation node
    3. Right-click on Original, and select New.
      1. Set Description: CustomerHasMatchingContactPurpose
      2. Click Select to open the advanced query window
        1. Right-click on Sales order confirmations, select n:1 option, and then select Customers.
        2. Right-click on Customers, Select n:1, and then select Global Address Book
        3. Right-click on Global Address Book, select 1:n, and then select Communication Details
          1. Limitation – Private for Party
        4. Right-click on Communication details, select 1:n, and then select Contact information and role relationships
        5. Right-click on Contact information and role relationships, select N:1, and then select Roles
      3. Click the Add button
      4. For the table, choose Roles
      5. For the Field, choose Role
      6. For the Criteria, use the drop-down to choose Sales Confirmation
      7. Click OK to close the advanced query form and return to the Print Management Setup form.
      8. Click the > next to the Destination field, and select Printer setup
      9. Choose E-mail in the left option pane
      10. Choose the Edit button next to the To: field
      11. Choose the dropdown for Customer Purpose and select Sales Confirmation
      12. Click OK to close the Assign email addresses pop-up form
      13. For the Subject field, type the subject for all emails distributed using this rule, example: Contoso Sales Confirmation to Customer Contact
      14. Choose the file format for the attached document.
      15. Click OK to close the form and return to the Print Management Setup form.
      16. Click on the Original <Default> node, so the tree structure updates.
    One Final FYI - We had created a mod to allow us to configure the system to show us the SQL generated by the advanced queries because it is so hard to get the advanced queries correct, and to understand why a customer does or does not get found by the rule.

    Tony Zeigler
    Senior Consultant
    Strategic Solutions NW, LLC
    Beaverton OR

  • 6.  RE: Print Management > Purposes > Email

    Posted Aug 19, 2019 03:52 PM
    Thank you for the help Tony.  I was able to get this to work, but unfortunately it doesn't work like I thought it did.  My biggest problem was I was setting up Contacts for my Customers/Vendors and then within the Contacts I setup ​email addresses with the Purposes.  I now know I should be setting up the email information at the actual Customer/Vendor level...not the Contact level.

    Now that I understand how it works, when you say if you want to setup at the customer level it's easier just to setup the email you want in print management, you mean to hardcode email addresses that you want to send to within the Customer/Vendor print management setup?



    Chris Harrison
    IT Integration Manager
    Fort Wayne Metals
    Fort Wayne IN

  • 7.  RE: Print Management > Purposes > Email

    Posted Aug 19, 2019 04:22 PM
    ​Yes, the alternative I was referring to was to go to a specific customer, click the print management tab on that customer, and define it to send the document to email and hard-code the email address in that config.

    The pros/cons as I see that approach:
    1. Pro: No messy queries to deal with - you just define the override on the customers that get it via email, and for everyone else maybe default it to a specific printer. Any that come out on the printer clue you in to needing a customer specific override setup.
    2. Con: A little more detailed training to support. (You have to teach people how to setup print management at the customer level as opposed to just entering an email with the right purpose)
    2. Con: May have to deal with dual-entry on the emails. Enter once in print management, and once on the customer's contact info, and then if it changes you have to remember to change both.

    So - for small customer service teams, I'd suggest managing it on each customer's print management override. For larger customer service teams, or teams with high turnover, it may be worth setting up at the company level to drive off existing emails.

    Tony Zeigler
    Senior Consultant
    Strategic Solutions NW, LLC
    Beaverton OR

  • 8.  RE: Print Management > Purposes > Email

    Posted 5 days ago

    Since it seems this thread would use purpose on the contact, I encourage you to vote up this idea on the ideas site.  As it deals with showing the contact's purpose directly in the contact grid without need to click advanced to see this.  It is already done for the Address.  To me this should be standard for contacts as well.  Thanks!


    AX 2012 R3 CU 10

  • 9.  RE: Print Management > Purposes > Email

    Posted 4 days ago
    We are using Print Management (and a similar custom purpose of "Purchase") to send purchase order confirmations to our vendors.

    From reading the whole thread I get the impression you are trying to send emails based on email address set up on CONTACT PERSON and not set up on CONTACT INFORMATION for a vendor. Is that correct? (see image below)

    I get the impression these 2 separate and very distinct data areas often get confused with each other, because of the similar name ("Contacts" vs "Contact Information")

    Getting it to work with Contact Information is quite straight forward.

    For us, the advantages of having it set up on the vendor record, rather than "hard coded" on the Print Management are:
    1. we use the email address for other purposes (sending other documents to the vendor), so we do not have to maintain it twice - on the vendor record and on vendor/print management record
    2. From UI point of view, it is easier for our buyers to maintain data on vendor record, rather than drill into Print Management and find the right location
    3. Contact Information is part of the global address book, so if we have the same vendor in several legal entities we do not have to maintain the email address in each legal entity.

    Zvika Rimalt
    Functional Consultant
    Vancouver BC

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