By default, users can only see their own sent emails via the Sent Emails page, however there may be a requirement for some users to view all emails that have been sent in Business Central. In this post, I’ll go through how this can be achieved via the “User Email View Policies” page.
Sent Emails
When you open the “Sent Emails” page, you will only see what emails you have sent. For example, if I open the Sent Emails page as my admin user, the page is blank.
Email Policies
If you search “User Email View Policies” you can change the permissions to Sent Emails on a user by user basis.
I therefore change this for my ADMIN user to “View all emails”
Now, when I go back to “Sent Emails” page, I can see all emails that have been sent via Business Central.
Problem solved :). Now my admin user can see all emails sent from Business Central.
There might be instances where you want to remove a users access to certain pages in Business Central. This blog walks through how to achieve this by creating a new permission set and utilising the “exclude” feature, using the Chart of Accounts page as an example.
The User
The user below has been configured with a standard full access permission set, which is fine, however I want to remove the permission to the Chart of Accounts page.
I therefore go to “Permissions set” and create a new permission called “FULL ACCESS NO COA” as per below
I then add the old D365 BUS PREMIUM permission set to this, and exclude the Chart of Accounts page
Finally, I go back to the User page and remove the “D365 BUS PREMIUM” permission set and replace with the newly created “FULL ACCESS NO COA” permission set
Now the user can no longer see or search for the “Chart of Accounts” page
Conclusion
This is an easy way to remove access to certain pages in Business Central. Hopefully it will help someone in the future.
Business Central provides users with the ability to email from a Shared Mailbox. For example, if you want to email all Sales Invoices from the generic email address “AccountsReceiveable@CompanyName.com” rather than an individuals email address.
This blog walks through the steps to add a Shared Mailbox in the Microsoft 365 Admin Centre called “Accounts Receivable” and subsequently integrating the Shared Mailbox into Business Central so users can email using the Shared Mailbox.
Add the Shared Mailbox in the Microsoft 365 Admin Centre
The first step is to create the Shared Mailbox in the Microsoft 365 Admin Centre and grant the users permissions to the Shared Mailbox.
Therefore log into the Microsoft 365 Admin Centre as an administrator and click “Shared mailboxes”.
Next click “Add a shared mailbox”
Enter the Name of “Accounts Receivable” and an email address of “AccountsReceivable@yourdomain.com” and click “Save Changes”
Next we need to grant the users the “Send As” permission to the Shared Mailbox
To do this click “Accounts Receivable” and then “Send as permissions”
Next click “Add Permissions” and select the users you wish to be able to send from this mailbox
The Shared Mailbox has now been created in the Microsoft 365 Admin Centre.
Adding the Shared Mailbox in Business Central
Now the Shared Mailbox has been created in the Microsoft 365 Admin Centre we can add it in Business Central so we can use it to send emails from.
To do this log into Business Central as a user who has the “SUPER” permission or the “EMAIL – ADMIN” permission and search for “Email Accounts” and click the link “Email Accounts”
Next click “Add an Email Account”
Now select the “Account Type” of “Microsoft 365” as per below
Enter the details of the Shared Mailbox you have created and click “Next”
Finally you can choose to “Set as default” (this is optional) and then “Send Test Email” to test if everything is working as expected.
I selected the mailbox in question and clicked “OK” and I receive a notification to say the email is sent
I check the emails and Success! I received the email
I can now use this to send Sales Invoices and Customer statements etc
I can also setup email scenarios so the Shared Mailbox is used as a default 🙂
Conclusion
Shared Mailboxes are extremely useful when sending documentation such as Sales Invoices and Sales Credits. I hope this walk through helps you configure them on your system.
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