How to Set Up a Workflow to Email Business Partners

One valuable feature of Sage X3 is its ability to send documents such as orders, delivery notes, invoices, or payment vouchers directly to business partners once all required approvals have been made. This is done through Workflow management in Sage X3.

Follow these steps to configure this kind of workflow.

Step 1: Configure the print and web servers for the concerned folder in Sage X3 Management Console.

In most cases, this is done during the implementation of the project. You may need to contact your Sage x3 Business partner for this step

Also, ensure that the workflow general parameters have been enabled.

Step 2: Setting up the Workflow Rule

Navigate to Parameters -> Workflow -> Workflow Rules.

Search for Aprint (Report code)-Report as the enclosure. This is the standard rule that triggers the workflow emails.

We have duplicated this workflow rule to Aprint2 for tests, and the name has been changed to Report enclosure (PO).

Note: You may also want to deactivate APRINT so that only one workflow is triggered.

Conditions.

Set the condition on the header to only run when using your report, for example, in this case, purchase orders, [F: ARP]RPTCOD=”BONCDE2″

BONCDE2 is the report code for orders.

Click on the Recipients tab and add Business partner to the recipients, similar to below, (note this will email the contact of the Business partner who is the managing director).

On the Message tab, you can include the default message.

Attachment- verify that GFILPATH is set under the attached documents.

Save and Validate.

Step 3: Setting up the Business Partner

Navigate Common Data > BPS > Suppliers.

Set up the contact of the supplier and ensure that the function matches the function at the workflow rule (Remember Managing director)

Step 3: Email destination

Also, you will need to create the email destination and ensure that the parameters are configured to email within the parameter values.

Navigate Parameters > Set Up > Destination > Destination

Ensure the output type is the message.

Step 4: Print

Create a new Purchase Order for the Supplier set up earlier and pass it through the required approvals.

Click Print to print the Purchase Order.

Select the BONCDE2 report (this is the report we set as part of the workflow)

Choose output of

Note: You may also create a destination that defaults to Message.

Navigate Parameters Set Up Destination Destination

Select Message at the Report Destination

The following log reading will be generated

Check your recipients and messages and Click OK. All recipients referenced here will receive the e-mail with the message and this purchase order report attached.

Note: You can set the message as the default destination and for the order to auto-print once it’s fully approved.

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How to Set Up a Workflow to Email Business Partners