Modify, Assign and Process Email for Word Forms in Navision 2016

Microsoft Dynamics NAV 2016 offers new functionality with Microsoft Word forms and emailing documents for Customers and Vendors. You can now modify the customer statement report and the vendor remittance report using Microsoft Word. You can also select a specific report format by customer to ease the statement process.

To make this functionality work for you, you need to make sure you have setup the SMTP Mail Setup. You can see my earlier post OFFICE 365 INTEGRATION IN NAV 2015 – Exchange Online this is still valid for Navision 2016.

Recall from my earlier posts, how to work with Word Layouts which I have written for 2015 but those are still valid for 2016 links as below.

Word Document Reports and Custom Layouts

Using Report Selector to run Report

Managing Report Layouts

In Microsoft Dynamics NAV 2016, Microsoft have extended the functionality for Word forms and Email beyond the Sales documents. We now have default Microsoft Word forms for Customer Statements and the Vendor Remittance report.

You can now modify the Word form to meet your needs, assign a custom Word layout to a specified customer or vendor and print or email based on those customer specific selections.

In the Report Layout selection, there is a new report object for the Customer Statement with a default Word report created.

The Mini Statement report (1316) is based on the existing RDLC customer statement but includes a Word report with the same information. You can use Managing Report Layouts to know more details regarding customizing the Layouts.

In Report Selection – Sales, you can set the Customer Statement to use the new report, Mini-Statement – 1316.
Report2016-1

Now your system is setup to use the specified layout for all customers and the statement itself is going to use the new report.

Now that Microsoft Dynamics NAV is setup to use the new report, you can assign a specific report by customer. This will enable you to have multiple formats processed at the same time.

We assigned a custom layout to the customer in the customer card.

Here you set your selection by document type, for example, the sales quote or the customer statement.

You can also enter an email address for the document. So, if the statement goes to your customer’s accounts receivable clerk and the sales quote is sent to the sales manager, you define this information in the Document Layouts page.

The system uses the custom layout when you print the documents instead of emailing them.

Enter multiple email addresses with a semi-colon to separate them.
Report2016-2

You can do this for all customers.

When statements are processed, the report layout used is the one assigned to the customer. If the customer has no custom layouts assigned, the custom layout assigned in the Report Layout Selection is used.

If you go to Customer Statements, you can see that that Output Options are available. This will let you select how you wish to use the document layout settings.
Report2016-3
A checkbox will appear allowing you to print remaining statements. If you mark this checkbox, any statements with an email address in Customer Document Layouts is emailed, and any statements with a custom report layout but no email address will print with that report layout and any customers without any document layout settings will use the company default report from Report Layout Selections.

I will come up with more details in my upcoming posts.

Designing Report Layouts from the Microsoft Dynamics NAV Development Environment

After you have created a dataset for a report, you design the report layout. The report layout determines how the report looks when it is viewed, printed, and saved from the Microsoft Dynamics NAV client. The report layout specifies which fields of the dataset are included in the report and how they are arranged, the format of text that appears on the report (such as font type and color), margins, background images, and more.

You generally display most data in the body of a report, and you use the header to display information before any dataset fields are displayed. For example, you can display a report title, company, and user information in the header of a report.

Report Layout Types

There are two types of report layouts: Word and Client Report Language Definition (RDLC). Word report layouts are based on a Word document (.docx file type) and are created and modified by using Word 2013. RDLC report layouts are .rdlc or .rdl file types that are created and modified by using Visual Studio 2013 or SQL Server Report Builder 3.0.

Built-in and Custom Report Layouts

In the Microsoft Dynamics NAV Development Environment, you can create both an RDLC report layout and Word report layout on a report. These layouts are referred to as built-in layouts because they are part of the report object in the database. This means, for example, if you export the report object as a .fob or .txt file, the RDLC report layout and Word report layout are included. A report can only have one built-in RDLC report layout and one built-in Word report layout. By default, the built-in RDLC report layout is used when the report is run in the Microsoft Dynamics NAV client unless there is only a built-in Word report layout, in which case, the built-in Word report layout is used.

Microsoft Dynamics NAV users can specify whether to use the built-in RDLC or Word report layout on a report from the Microsoft Dynamics NAV Windows client and Microsoft Dynamics NAV Web client. From the client, users can also create custom report layouts that are based on the built-in report layouts. This enables users to have several different layouts for the same report which they can switch among. Custom report layouts are managed from page 9650 Report Layouts in the Microsoft Dynamics NAV client. Unlike built-in report layouts, which are part of the report object, custom report layouts are stored in table 9650 Report Layouts of the database.

Report Layouts in a Multitenant Deployment

In a multitenant Microsoft Dynamics NAV deployment, the built-in report layouts are stored in the application database because they are part of the report objects. Therefore, built-in report layouts are available to all tenants. Custom report layouts are stored in the business data database; therefore they are specific to the tenant. This enables you to create separate report layouts for each tenant.

To modify the Word report layout

1. In the development environment, export the Word report layout as a Word document file to your computer or network.

Export Word Template

2. Open the Word document file in Word 2013 and make changes.


To make basic layout changes, such as adding or removing tables and cells, formatting text, or changing margins, use the editing features of Word.

Open Word Template


To add fields from the report dataset to the layout, use the custom XML part for the report to add content controls that map to the fields.

AddFields


3. Save your changes, and then close the Word report layout document.
4. Import the Word document into the report.


Import Word Template

Important

Most of the contents you find in this blog will be either inherited from MSDN or Navision Developer IT Pro Help. Some places images are also directly taken from these sites. Purpose is simple to try those stuffs and re-produce adding few things as per my understanding to make easy understanding for others and quick reference.

Here nothing under my own brand or authorship of the content. At any point of time we are just promoting Microsoft stuffs nothing personnel with same.

Hope stuffs used here will not violate any copyright agreement with them. In case by mistake or in-intestinally it happens and the Microsoft feels these should not be used Microsoft have full right to inform me about same and will be glad to take down any such content which may be violating the norms.

Purpose is to promote Navision and share with community.

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