Case Studies
SAP Business One Add-Ons & Integration
Email Add-On
Industry
Client
Geography
Business Challenges

Our client faced several operational inefficiencies in their document communication process:

  • Manual Document Distribution: Key transactional documents such as sales orders and invoices were manually sent to customers, consuming significant time and effort.
  • Communication Gaps: The absence of an automated system led to missed communications and limited traceability.
  • Lack of Email Standardization: Emails were sent without consistent formatting or templates, resulting in unprofessional and inconsistent messaging.
Business Needs
To overcome these challenges, the client needed:
  • An automated solution to trigger email notifications when specific documents (e.g., AR invoices, purchase orders, delivery notes) are created or updated.
  • The ability to attach a PDF version of the document, generated using Crystal Reports.
Proposed Solution
We delivered a streamlined, integrated email automation system that includes:
  • Automated Email Triggers: Integrated with document events to send emails instantly upon document creation or update.
  • Dynamic PDF Generation: Leveraged Crystal Reports to generate and attach document PDFs automatically.
  • Email Template Management: Developed a robust HTML template engine with token-based personalization for consistent, branded messaging.
  • Email Tracking and Logging: Implemented an Email Log (UDT) to monitor email activity, delivery status, and enable resending if needed.
  • Custom SMTP Configuration: Designed a user-defined form to manage SMTP settings, ensuring secure and flexible email delivery.
Business Success
The solution delivered measurable improvements:
  • Enhanced Customer Communication: Professionally formatted, consistent email templates elevate customer experience.
  • 80% Reduction in Manual Tasks: Automation significantly decreased human effort and error rates.
  • Efficient Email Oversight: Users can track, verify, and resend emails directly within SAP Business One.
  • Scalable Architecture: Ready for future features such as scheduled emails or integration with marketing platforms.
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