If you use Document Handling in Business Central, you can have email signatures fill in automatically based on the person who sends the email. The signature pulls the name, telephone number, and email address from the sender, so two different colleagues sending the same sales order email each get their own contact details.
The feature relies on two pieces of setup. The first comes automatically with the standard Document Handling setup, where the signature option is enabled on the standard template. The second is the Document Handling Users setup, where you link each Business Central user ID to a salesperson or purchaser code.
Automatic email signatures based on the sender
A request we hear often from customers is that the signature on an outgoing email should reflect the person who is actually sending it. With Document Handling, this happens automatically when the email is created.
When you send an email, your information is inserted into the email. When a colleague sends the same email for the same sales order, their information is inserted instead. The signature follows the sender, not the document.
The two setups required in Document Handling
To make this work, you need two things in place.
The first comes automatically with the standard setup in Document Handling. It is configured on the standard template in the Document Handling Simple Text setup. If you open the template card and look under the signature section, you will see that Use Salesperson/Purchaser has been enabled. This is what tells the system to fill in the sender’s information automatically.
The second setup tells the system which name, telephone number, and email address to insert. For that, you need to configure the Document Handling Users.
How to set up Document Handling Users
You find this under the Document Handling setup, in the Document Handling Users section. Here you combine your user ID in Business Central with a salesperson or purchaser code.
Once the link is in place, the information inserted into the email is taken from that salesperson or purchaser card in Business Central. Each user gets the correct signature without anyone having to type it in manually.
Q&A
How does Business Central decide which signature to put on an email?
With Document Handling, the signature is based on the user sending the email. The system uses the link between the Business Central user ID and the salesperson or purchaser code, and pulls the name, telephone number, and email address from that card.
What setup is needed for automatic email signatures in Document Handling?
You need two setups. The first is the signature option on the standard template, where Use Salesperson/Purchaser must be enabled. This comes automatically with the standard Document Handling setup. The second is the Document Handling Users setup, where you link each user ID to a salesperson or purchaser code.
What happens if two different people send the same email?
Each person’s own information is inserted into the email. If you send an email for a sales order, your details appear. If a colleague sends the same email for the same sales order, their details appear instead.
Where do I link a Business Central user to a salesperson or purchaser code?
Under the Document Handling setup, in the Document Handling Users section. There you combine the user ID with the relevant salesperson or purchaser code.