Custom Email Cover Letters in Microsoft Dynamics NAV 2017

Word Report Layouts were introduced in Microsoft Dynamics NAV 2015. NAV 2017 takes that concept forward and allows you to use word layouts as cover letters.

This post will walk you through the process to assign a word layout to a specific customer for emails, whenever we send an invoice as an email to that customer.

To learn how to create word layouts and use word to add data elements to the layouts, follow this EBS blog post – 5 steps to convert your existing word layouts to dynamics NAV 2015 reports –

On the customer card in NAV click Navigate -> Document Layouts


On the document layout screen, select Invoice under usage, and select 1306 under Report ID. As we want to use this layout as cover letter, check Use for Email Body and then under Email Body select Red – Email Body under Email Body Layout Description.


As we are using an existing word layout, that’s all we need to do. In the real world, you would be creating a custom layout and use that. Keep in mind that this is a cover letter for this customer only. Now let’s see if the layout is actually doing what we expect it to do.

Go to posted sales invoice and find an invoice for this customer. And click the Send.. button on the ribbon.


On the options windows, under Email, select Yes (Prompt for Settings). This would show us the layout before the email is sent, so we can see if the layout is actually applied as expected.


This would open the following windows. As you can see the email body is created based on the word layout we selected.


If you wish to change something in the cover letter before sending the email, you can choose to Edit in Outlook which would open this email in outlook and then you can send it through your outlook account.

Also if you don’t want to use the layout at all for this email, you can choose Custom Message under Message Content and that would let you type the content in this window it self.

This post was written by Imran Zulfiqar, Technical Lead at EBS.

If you have out-dated business software that’s limited in its reporting and analytical capabilities – then you should to talk to EBS about a powerful business management software solution – Microsoft Dynamics NAV. To find out more about our suite of Microsoft business management software solutions, please call Paul Woods at EBS for an obligation free discussion on 1300 303 973.

Microsoft Dynamics NAV is global enterprise resource planning (ERP) software that helps more than 100,000 companies worldwide manage their accounting and finances, supply chain, and operations. Start with what you need now, and easily adapt as your business needs change. In the Microsoft cloud or on your servers—the choice is yours.

Evolution Business Systems (EBS) is a Microsoft Gold ERP Partner and business management software specialist that equips its clients with software designed to achieve their business goals. EBS offers small to medium sized businesses a complete, fully featured, whole of business solution to meet their needs with Microsoft Dynamics NAV, O365, Power BI, Dynamics CRM and Microsoft Dynamics 365.  It’s available for deployment on Microsoft’s own Cloud servers – Azure – and packaged at an affordable monthly subscription price. EBS works alongside its clients to understand their business and vision, and offer solutions to support these both now and into the future.

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