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AX Content: Email reports to specific people by using tokens

With cumulative update 7 for Microsoft Dynamics AX 2012 R2, you can email reports to specific people by using tokens. When you use this feature, you don’t have to enter the email addresses of all recipients. Instead, you simply enter a token. The token instructs Dynamics AX to retrieve the appropriate email addresses from worker, customer, or vendor records.

Here’s how it works

Here are the details about how it works:

You can email reports to workers in your organization who have a specific job title

You can use the @<Job Title>@ token to email reports to workers in your organization who have a specific job title. For example, suppose that you want to email the Recruitment Projects report to all workers in your organization who have the job title of Staffing Specialist. In this scenario, you would enter the @Staffing Specialist@ token in the To field when you email the report.

The @Staffing Specialist@ token instructs Dynamics AX to perform the following tasks:

  1. Retrieve a list of all workers who have the Staffing Specialist job title.
  2. Retrieve the primary email address for each worker who is identified in step 1.
  3. Email the Recruitment Projects report to each worker who is identified in step 1 by using the email addresses that are retrieved in step 2.

You can email reports to customers and vendors who have a specific purpose

You can email reports to customers and vendors who have a specific purpose by using the @<Purpose>@ token. In Dynamics AX, contact information (such as email addresses) for customers and vendors has a purpose associated with it. For example, a customer may have an email address where the purpose is Billing and another email address where the purpose is Delivery. Now suppose that you want to email a sales order to a customer. In this scenario, you would enter the following token in the To field when emailing the sales order: @Billing@

The @Billing@ token instructs Dynamics AX to perform the following tasks:

  1. Identify the customer that this sales order must be sent to.
  2. Retrieve a list of email addresses for the customer that have the Billing purpose.
  3. Send the sales order to the customer by using the email addresses that are retrieved in step 2.

For step-by-step instructions about how to insert tokens when you send a report as email, see Print or email a report.

Here’s how you can customize the functionality

If you’re a developer, you can customize the functionality of the tokens by using the SysExtension framework. For example, you can develop an additional customization to retrieve titles from an external address book and send a report to the list of addresses that is retrieved externally.

You can also customize tokens to specify other print destinations by using print management. For example, you can use tokens to specify a printer that is based on location. In this scenario, a token such as @wh printer@ can be used to specify a warehouse printer.

For more information about how to extend tokens, see Customizing tokens for emailing and printing reports.

 

Sally Erickson [MSFT]

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