Workflow Email Alert Configuration in D365 Finance and Operations

In today’s fast-paced business environment, efficient workflow management is essential for organizations to stay competitive. 

Workflow email alerts help organizations stay on top of important business processes by automatically notifying designated individuals when certain tasks are completed or when specific conditions are met. 

In this article, we will provide a step-by-step guide for setting up workflow email alerts in D365 FO.

Before getting started, it’s important to ensure that email parameters are configured correctly and that you are able to receive test emails from D365 in your inbox. 

To check this, navigate to System Administration> Setup > Email > Email Parameters. 

1. In the configuration, Enable the email provider as per your requirement. 

2. If your using the SMTP setting then enter the outgoing server information, and SMTP port and enable SSL/TLS required button.

Set up an email address for the user who will receive alerts and enable workflow email alerts for that user.

To accomplish this, go to the System Administration section, select Users, and then click on Users. Highlight and click on the user you wish to enable email alerts for. 

If no email address is attached, enter the user’s email address. To enable email notifications, go to ‘User options’ on the ribbon, then click on ‘Workflow’ on the left side and set the option to ‘Send notifications in email’ to Yes.

Create an email template or email message.

Templates are generic and can be configured while configuring workflows. 

Navigate to System Administration> Setup > Email> System email templates. Here you can create a template, such as “Workflow emails.”

Assign your email template to the specific workflow.

To configure the workflow email alerts, you can navigate to the workflow for which you want to send email notifications, Open that workflow access the basic settings, and choose the relevant workflow template from the dropdown menu.

Configure the necessary notifications for the particular task, control, or approval while setting up the workflow steps.

Here, you will specify the notification content which will be sent to the user in the email.

Configure the batch job to distribute the email notifications.

Navigate to System administration > Periodic tasks > Email processing > Email distributor batch. 

Since we are now adding a batch job, it can be scheduled to run automatically at specified intervals. To schedule autorun, adjust the ‘Recurrence’ settings as per the requirements.

Monitor email sending status.

To access the E-mail Sending Status page, go to System administration > Periodic tasks > Email processing > Batch email sending status. 

Here, you can monitor successfully sent, pending, or failed email messages.

In conclusion, configuring workflow email notification alerts can be a simple yet effective way to stay on top of important business processes. 

By following the above steps, you can set up workflow email alerts in D365 FO and start reaping the benefits of streamlined workflow management.

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