When you send documents by email from Business Central, the email subject is built from a template. By configuring the Document Sending template correctly, you control exactly what the recipient sees in the subject line, including fixed text and the relevant document numbers.
You define the subject text on the Subject tab of the Document Sending template. This is where you write the text you want to appear in the email subject.
You can choose to include or exclude the document number. If you include it and the document is based on a quote, the quote number is added automatically as well.
You can add fixed text in front of both the document number and the quote number, so the recipient knows what each number refers to.
You can also include the customer or vendor order number. In Business Central this is stored in the External Document Number field. Enable the setting to include it, and add fixed text in front of it to explain what the number refers to.
Defining the email subject on the Document Sending template
The subject of the email is controlled from the Document Sending template. On the Subject tab you find the Subject Text field, where you write the text you want the email subject to contain. This is the foundation for everything else you add to the subject line.
Including or excluding the document number
You can decide whether the document number should be part of the subject. Turn it on if you want the recipient to see the document number directly in the email subject, or leave it off if you prefer a cleaner subject line.
If the document is based on a quote, the quote number is automatically pulled in along with the document number when you choose to include it. That means you do not have to handle the quote number separately.
Adding fixed text in front of the numbers
To make the subject line clear to the recipient, you can add a fixed text in front of the document number and the quote number. For example, you can write a short label that explains what the number is, so there is no doubt about what the recipient is looking at.
Including the customer or vendor order number
You can also include the customer or vendor order number in the subject. In Business Central this number is stored in the External Document Number field on the document. Enable the relevant setting to pull this number into the subject.
As with the other numbers, you can add a fixed text in front of the external document number to say what it refers to. This helps the recipient connect the email to their own order reference.
Q&A
Where do you define the email subject when sending documents from Business Central?
You define it on the Document Sending template. Use the Subject Text field on the Subject tab to write the text that appears in the email subject.
What happens to the quote number when you include the document number?
If the document is based on a quote and you choose to include the document number, the quote number is added to the subject automatically.
How do you include the customer or vendor order number in the email subject?
Enable the setting to include the external document number, which is where the customer or vendor order number is stored in Business Central. You can also add a fixed text in front of it to explain what the number refers to.
Can you add explanatory text in front of the numbers in the subject?
Yes. You can add fixed text in front of the document number, the quote number, and the external document number so the recipient knows what each number refers to.