When you send documents by email from Business Central, you can control which signature appears in the email. The standard behaviour uses the signature of the person sending the email. But you can also set the system to use the signature based on the salesperson or purchaser code on the actual document instead.
You configure this in Document Handling Users, which you find under Document Handling Setup. Here you enable the option to use the document salesperson or purchaser code for the signature.
This means that when you send an email and the salesperson code on the document belongs to someone other than you, the email gets that person’s signature rather than yours. The signature follows the document, not the sender.
Two ways to control the signature on outgoing emails
Business Central gives you two options for setting the signature on emails sent from documents:
- Based on the sender: The signature comes from the person actually sending the email.
- Based on the document: The signature comes from the salesperson or purchaser code on the document being sent.
The second option is useful when the person physically sending the email is not the same person who owns the customer or vendor relationship. For example, if a colleague handles the sending but the document is assigned to another salesperson, the email can still carry that salesperson’s signature.
Where to set it up in Document Handling Setup
To enable document-based signatures, go to Document Handling Setup and open Document Handling Users. For the relevant user, set the option to use the document salesperson or purchaser code for the signature.
Once enabled, the behaviour is automatic. When you create the email from a document, Business Central reads the salesperson code on that document and applies the matching signature. If that code belongs to someone other than you, you will see their signature in the email instead of your own.
Q&A
How do I make outgoing emails use the salesperson’s signature instead of the sender’s?
Open Document Handling Setup, go to Document Handling Users, and enable the option to use the document salesperson or purchaser code for the signature. The email will then use the signature tied to the salesperson code on the document rather than the person sending it.
What happens if the salesperson code on the document is not me?
If you have enabled document-based signatures and the salesperson code belongs to another person, the email is created with that person’s signature instead of yours.
Where do I configure the signature settings for emails in Business Central?
You configure it in Document Handling Users, which you find under Document Handling Setup.