{"id":13733,"date":"2023-12-22T09:10:13","date_gmt":"2023-12-22T09:10:13","guid":{"rendered":"https:\/\/www.greytrix.com\/africa\/?p=13733"},"modified":"2026-02-05T09:46:19","modified_gmt":"2026-02-05T09:46:19","slug":"how-to-set-up-a-workflow-to-email-business-partners","status":"publish","type":"post","link":"https:\/\/www.greytrix.com\/africa\/how-to-set-up-a-workflow-to-email-business-partners\/","title":{"rendered":"How to set up a workflow to email Business Partners."},"content":{"rendered":"\t\t
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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.<\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t

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How to Set Up a Workflow to Email Business Partners<\/h1>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/div>\n\t\t\t\t
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How to Set Up a Workflow to Email Business Partners<\/h2>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t
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\n\t\t\t\t\t\t\t\t\tOne 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.\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t
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\n\t\t\t\t\t\t\t\t\tFollow these steps to configure this kind of workflow.\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t
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Step 1: Configure the print and web servers for the concerned folder in Sage X3 Management Console.<\/strong><\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t

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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<\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t

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\n\t\t\t\t\t\t\t\t\tAlso, ensure that the workflow general parameters have been enabled.\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t
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Step 2: Setting up the Workflow Rule<\/strong><\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t

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\n\t\t\t\t\t\t\t\t\tNavigate to Parameters -> Workflow -> Workflow Rules.\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t
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Search for Aprint<\/strong> (Report code)-Report as the enclosure<\/strong>. This is the standard rule that triggers the workflow emails.<\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t

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\n\t\t\t\t\t\t\t\t\tWe have duplicated this workflow rule to Aprint2 for tests, and the name has been changed to Report enclosure (PO).\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t
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\n\t\t\t\t\t\t\t\t\tNote: You may also want to deactivate APRINT so that only one workflow is triggered.\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t
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\n\t\t\t\t\t\t\t\t\tConditions.\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t
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\n\t\t\t\t\t\t\t\t\tSet the condition on the header to only run when using your report, for example, in this case, purchase orders, [F: ARP]RPTCOD=”BONCDE2″\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t
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\n\t\t\t\t\t\t\t\t\tBONCDE2 is the report code for orders.\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t
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\n\t\t\t\t\t\t\t\t\tClick 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).\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t
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\n\t\t\t\t\t\t\t\t\tOn the Message tab, you can include the default message.\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t
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\n\t\t\t\t\t\t\t\t\tAttachment- verify that GFILPATH is set under the attached documents.\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t
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\n\t\t\t\t\t\t\t\t\t Save and Validate.\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t
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\n\t\t\t\t\t\t\t\t\tStep 3: Setting up the Business Partner\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t
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Navigate Common Data > BPS > Suppliers.<\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t

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\n\t\t\t\t\t\t\t\t\tSet up the contact of the supplier and ensure that the function matches the function at the workflow rule (Remember Managing director)\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t
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Step 3: Email destination<\/strong><\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t

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\n\t\t\t\t\t\t\t\t\tAlso, you will need to create the email destination and ensure that the parameters are configured to email within the parameter values.\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t
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Navigate Parameters > Set Up > Destination > Destination<\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t

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\n\t\t\t\t\t\t\t\t\tEnsure the output type is the message.\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t
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Step 4: Print<\/strong><\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t

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\n\t\t\t\t\t\t\t\t\tCreate a new Purchase Order for the Supplier set up earlier and pass it through the required approvals. \t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t
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\n\t\t\t\t\t\t\t\t\tClick Print to print the Purchase Order.\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t
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\n\t\t\t\t\t\t\t\t\tSelect the BONCDE2 report (this is the report we set as part of the workflow)\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t
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\n\t\t\t\t\t\t\t\t\tChoose output of \t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t
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\n\t\t\t\t\t\t\t\t\tNote: You may also create a destination that defaults to Message.\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t
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\n\t\t\t\t\t\t\t\t\tNavigate Parameters\uf0e0 Set Up\uf0e0 Destination\uf0e0 Destination\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t
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Select Message<\/strong> at the Report Destination<\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t

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\n\t\t\t\t\t\t\t\t\tThe following log reading will be generated \t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t
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\n\t\t\t\t\t\t\t\t\tCheck 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.\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t
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\n\t\t\t\t\t\t\t\t\tNote: You can set the message as the default destination and for the order to auto-print once it’s fully approved. \t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t
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About Us<\/h2>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t
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\nGreytrix Africa<\/a> is a leading Sage business partner and ISV Partner offering Consulting, Implementation, and development services for Sage X3<\/a>, Sage 300<\/a>, Sage 300 People (HRMS)<\/a>, Sage CRM<\/a>, and Sage Intacct, which covers East Africa, West Africa, SADC, and Middle East region. We offer professional services such as Implementation and Configuration, Business Process Analysis, Project Management, Integrations and Migrations, and Technical & Functional Support, along with enhancements within Sage X3, Sage 300 People (HRMS), Sage 300, Sage CRM, and Sage Intacct across various industry verticals like Process Manufacturing (Food & Beverages, Chemical), Discrete manufacturing (Automotive, Textile & Apparel), Non-Profit, Health-care Industry and Services Industry (Financial, Software & Engineering), Distribution (Transportation & Logistics), and Agriculture.\n<\/div>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/section>\n\t\t\t\t
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Our Partners<\/h2>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t
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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. How to Set Up a Workflow to Email Business Partners How to Set Up […]<\/p>\n","protected":false},"author":1,"featured_media":13758,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"elementor_header_footer","format":"standard","meta":{"footnotes":""},"categories":[1],"tags":[],"class_list":["post-13733","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-uncategorized"],"yoast_head":"\nSet up a workflow to email Business Partner- Sage X3<\/title>\n<meta name=\"description\" content=\"Setting up email workflows in Sage X3 for seamless communication with business partners is simple. Follow the guide to learn more about email workflow in Sage X3.\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/www.greytrix.com\/africa\/how-to-set-up-a-workflow-to-email-business-partners\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Set up a workflow to email Business Partner- Sage X3\" \/>\n<meta property=\"og:description\" content=\"Setting up email workflows in Sage X3 for seamless communication with business partners is simple. 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