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Procedure documentationSending Data or Documents from SAP Business One Locate this document in the navigation structure

 

You can send documents such as reports, or data such as the content of a processing window, internally as a message. You would have to use e-mail or fax, as the data volume involved exceeds the supported length of an SMS message.

The internal messages you send to application users are displayed in their Messages / Alerts Overview window. Internal messages are sent when:

  • An internal message is entered manually by another user

  • The application has a defined automatic alert notification

  • The application has a defined approval procedure in place for steering a document release workflow

Prerequisites

If you intend to send faxes, you have installed Microsoft Fax Services. For more information, see the how-to guide How To Install and Configure MS Fax Services in Release 8.8 in SAP Business One Customer Portal (http://service.sap.com/smb/sobcustomer/howtoguides88).

Procedure

  1. Open the required document.

  2. From the menu bar, choose   File   Send  , or choose the relevant icon (e-mail, fax, SMS) in the toolbar. The query window opens.

  3. Choose Yes to copy the document to the e-mail in accordance with the default print layout defined for the user. (Choosing No cancels the operation.)

    The Send Message window opens.

    • The customer's contact employee defined in the document is automatically inserted as the document recipient, including all address details.

    • If no e-mail address has been specified for the contact employee in the customer master record, the application uses the customer name and general e-mail address as the recipient.

      Note Note

      If this e-mail address is not defined in SAP Business One, the application proposes the user who is entering the message as the recipient.

      End of the note.
  4. Add any other necessary recipients.

  5. Add any necessary texts or other attachments.

  6. Select the document and choose Display to display the document.

    The document opens in the Microsoft Photo Editor. You can:

    • Edit the document here, if necessary

    • Delete the attachment, if necessary (select the attachment and choose Delete).

  7. Choose Send.

    The message contains the following information:

    • Data: If the message was entered from within a document, a brief summary of the data from that document appears here. You can also navigate directly to the document.

    • Attachments: The corresponding document is added to the message in accordance with the default layout of the user who entered the message. This tab contains the path under which the application has saved the document in JPEG format.

More Information

Send Message Window