Workflow Email Alert

Creating Workflow Email Alerts in D365

1.Set up an email address for any user who will receive the alerts and enable workflow email alerts for that user
⦁ System Administration -> Users -> Users
⦁ Highlight and click on the user, if no email is attached, enter the users E-mail address
⦁ On the ribbon, click ‘User Options’
⦁ On the left side, click ‘Workflow’ and set ‘Send notifications in email’ to Yes

2.Configure E-mail Parameters to use the SMTP server
⦁ System Administration -> Set up -> E-mail -> E-mail Parameters
⦁ On the left side, click ‘SMTP settings’
⦁ Enter the appropriate information specific to your mail server. You may need to contact your IT department

3. Create an email template or email messages
⦁ Templates and messages are different, and the use case depends on the workflow. The user can not select which to use, it is predetermined. A template is company specific, which means it will have to be configured for each legal entity.
⦁ To create a template, follow the path: Organization Administration -> Setup -> E-mail Templates
⦁ An email message is organization wide, which means it is global and only needs to be configured once.
⦁ To create one follow the path: b. System Administration -> Setup -> E-mail -> E-mail Messages

4. Assign your email template to the specific workflow
⦁ Open the workflow, select Basic Settings, and select your workflow template in the dropdown menu
5. Set up the appropriate notifications on the specific task/control/approval
6. Set up the batch job to distribute the email messages
⦁ System Administration -> Periodic Tasks -> E-mail Processing -> Batch. NOTE - If you want the emails sent on a regular schedule, make sure under ‘Recurrence’ to adjust the recurrence to reflect the schedule you want. 
7. Monitor e-mail sending status
⦁ System Administration -> Periodic Tasks -> E-mail Processing -> E-mail Sending Status
At the top, you will see the successfully sent messages as well as those pending/failed.