Multiple Email Accounts

Purpose of this document

This document illustrates the process of setting up and using multiple Email Account in Ceres.

Ceres Object release 6.00.18 is required for the functionality described in this document.

TABLE OF CONTENTS

• Overview
• Setting up Email Accounts
  • Email Accounts
• Email Scenario Assignment

Overview

In Ceres multiple email accounts can be configured to allow the Food Bank to send Agency Statements from one “from email account”, send Agency Invoices from a different “from email account”, send Donation Receipts from a different “from email account”, as well has having the Web Order ASN come from a yet different “from email account”.  This is accomplished via multiple Email Accounts with Email Scenario Assignment.

Setting up Email Accounts

Email Accounts can be accessed by selecting “Search” from the Dynamics 365 Business Central Banner and entering “Email account” in “Tell me what you want to do” then selecting “Email Accounts” from the results in the Go to Pages and Tasks section OR by selecting the “Email Accounts” menu action (if present) from your Role Center home page.

The list of Email Accounts will display.

Note: To be able to send emails from within Ceres via your email system, you must set up at least one Email Account. If only one Email Account is configured it will be automatically designated as the “Default”.
 

Email Accounts

The Email Accounts page is utilized to establish the details of each email account.

Account Name: The name of the SMTP email account that will show in Ceres.   The account name can be anything the Food Bank would like in order to identify the purpose of the email account.

Sender Name: The name of the sender that will show when the email is received by the recipient.

Email Address: The email address that the email will be generated from.

Server Url: The URL address of the SMTP server.

Server Port: The port for the SMTP server.

Authentication: The type of authentication that the SMTP server utilizes.

User Name: The username to use when authenticating to the SMTP server.

Password: The password to use when authenticating to the SMTP server.

Secure Connection: Specifies if the SMTP server requires a secure connection.

The “Apply Office 365 Server Settings” action can be utilized to default the O365 server settings if the Food Bank is utilizing Office 365.

Note: Typically, your IT person or department will handle and/or provide the information for this setup. 

Email Scenario Assignment

Email Scenarios are processes that involve sending a document. For example, an Agency Order or Purchase Order, and specific email accounts can be used for specific scenarios. For example, you can specify that all users always send Agency documents from one account, Purchase documents from another, etc.

You can assign, reassign, and remove scenarios whenever you want. A scenario can only be assigned to one email account at a time. The default email account is used for all scenarios that aren't specifically assigned.

Note: If the Food Bank only desires to utilize one Email Account for all email communications no scenario assignment is necessary.

Email Scenarios can be accessed from the Email Accounts list page via the Navigate à Email Scenarios action.

On the Email Scenario Assignment page the “Assign scenarios” action can be utilized to assign scenarios to an Email Account.

Note: The scenarios will be assigned to the email account selected when the “Assign scenarios” action is selected.

Select the Email scenario to assign to the Email Account and click OK.

You can use the “Select More” option in order to assign multiple scenarios at the same time.

Note: When assigning scenarios the Ceres terminology may not be correctly translated.  For example you may see “Customer Statement” instead of "Agency Statement”, “Sales Order” instead of "Agency Order”, etc.

Once the User clicks Ok, the Scenario Assignment page will close and the assigned scenarios will be shown as attached to the Email Account.

Once a Scenario is assigned the “Reassign” and “Unassign” page actions can be utilized to change the Email Account a Scenario is assigned to or unassign it completely.