How to Set Up a Dedicated Email ID for Workflow Notifications in Dynamics 365 Finance & Supply Chain

Microsoft Dynamics 365 Finance & Supply Chain (D365 F&SC) is a powerful enterprise solution designed to optimize business operations. To enhance workflow management, Microsoft has introduced a new feature that allows organizations to set up a dedicated email ID for users to receive workflow-related notifications.

This feature, available in the Feature Management area of D365 F&SC, helps streamline communication and ensures that important workflow notifications reach the right users efficiently.

In this blog, we will cover:
✔ How to enable this new feature.
✔ How workflow notifications are managed.
✔ Practical use cases, including an Accounts Payable example.
✔ The key benefits of this enhancement.

Enabling the Alternate Email Feature for Workflow Notifications

To activate this feature, follow these steps:

1. Navigate to Feature Management in D365 Finance & Supply Chain.
2. Enable the feature “Add a New Field for Alternate Email on User Options Page in D365 Workflow Tab.”
3. Open the User Options page and locate the Workflow tab.
4. Enter the email ID in the Alternate Email field for the user who should receive workflow notifications.

Outcome: Once enabled, all workflow-related emails will be sent to the email ID specified in the Alternate Email field.

Managing Workflow Notifications with the Alternate Email Field

Key Aspects of Workflow Email Management:

Primary Email for Notifications:

• If an Alternate Email is provided, all workflow notifications will be sent to this email ID.
• Users no longer need to check multiple inboxes to stay updated.

Fallback to Sender Email Field:

• If the Alternate Email field is left blank, workflow notifications will be sent to the email ID set under the Sender Email field.
• This is useful when organizations prefer notifications to be sent from a shared or team email alias instead of an individual user’s email.

Use Case: Accounts Payable Email Alias for Payment Advice Notifications

Scenario:
An organization uses ACH payments to pay vendors, and the Accounts Payable (AP) team wants to send payment advice notifications from a shared email alias rather than their personal email IDs.

Solution Using the Alternate Email Feature:

Set the Sender Email field to the Accounts Payable email alias (e.g., ap@company.com).
Configure individual user accounts to use their personal email under the Alternate Email field.
As a result, vendors will receive payment advice emails from the Accounts Payable alias instead of a user’s personal email.

Benefit:
This approach improves consistency in external communications and ensures that vendors recognize the payment notifications as coming from the official Accounts Payable department.

Key Benefits of the Alternate Email Feature

Simplified Workflow Management

• Users receive all workflow-related emails in one centralized email ID, reducing the need to monitor multiple inboxes.

Increased Efficiency

• Saves time by automating email routing, ensuring that workflow-related communication is easily accessible.

Better Team Collaboration

• Shared email aliases (like ap@company.com) can be used for workflows, improving team coordination.

Improved Vendor Communication

• Ensures that external emails (such as payment advice) come from a recognizable and professional email address.

To conclude, the Alternate Email ID for Workflow Notifications feature in D365 Finance & Supply Chain is a game-changer for businesses looking to enhance workflow management. By enabling this feature, organizations can streamline communication, improve collaboration, and reduce email clutter for users.

With this new enhancement, users can efficiently track their workflows without the hassle of checking multiple email accounts—leading to greater productivity and better business operations.

Need assistance implementing this feature? Let us know in the comments or reach out for expert guidance!

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