When you send a document from Business Central by email, the system converts the document into a file and attaches it to the email. By default, you have little control over what that file is called. With the Document Handling functionality, you can control the file name, including the language used in the name.
This means you can present customers and partners with a file name that matches their language, rather than a generic default. You can set this up individually for each document template and each language, so the naming follows the right convention in every situation.
One detail worth noting: the document number is always part of the file name and cannot be removed. Everything in front of the document number can be changed, so you have full control over the descriptive part of the name while keeping the unique identifier intact.
Controlling file names when emailing documents from Business Central
Every time you create an email with an attached document, Business Central generates a file from the document and attaches it. Without Document Handling, the file name is set automatically and you have no influence over it.
With Document Handling enabled, you decide how the file is named. The most practical benefit is language control. If you send invoices to customers in different countries, you can make sure each file name appears in the customer’s own language instead of a single fixed wording.
What you can and cannot change in the file name
The document number is always included in the file name, and that part is fixed. This keeps each file uniquely identifiable. The text in front of the document number is fully editable, so you can adjust the descriptive portion to suit your needs.
Setting up file naming per template and language
You configure the naming individually for each document template and language combination. This gives you the flexibility to apply different naming rules depending on which document you are sending and which language the recipient uses.
Q&A
What does Document Handling let you control when sending documents by email?
It lets you control the naming of the file that is attached to the email, including the language used in the file name.
Can you change the document number in the file name?
No. The document number is always included in the file name and cannot be changed. Everything in front of the document number can be edited.
Can you set different file naming rules for different documents?
Yes. You can configure the file naming individually for each document template and each language.