Email notifications for Tasks from Acumatica

The digital world allows you to be able to keep track of tasks and to do lists in many different places.  For example, Teams To Do, OneNote, Email flags, spreadsheets, your own ERP system like Acumatica.  While having these tools at your fingertips it can get overwhelming.  What about when other people have the option to assign Acumatica tasks to you without your knowledge? Those could be easily missed.  For those that don’t log into Acumatica daily but that is where your company keeps track of activities, wouldn’t it be nice to see those tasks which have been assigned to you in your email? 

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The digital world allows you to be able to keep track of tasks and to do lists in many different places.  For example, Teams To Do, OneNote, Email flags, spreadsheets, your own ERP system like Acumatica.  While having these tools at your fingertips it can get overwhelming.  What about when other people have the option to assign Acumatica tasks to you without your knowledge? Those could be easily missed.  For those that don’t log into Acumatica daily but that is where your company keeps track of activities, wouldn’t it be nice to see those tasks which have been assigned to you in your email? 

Just about everyone in the business world has an email address and uses it daily. You can do just that with a few set up steps within Acumatica.

  If you are on build 2023R1 or higher it is even simpler as they have most of the required steps for you. The final step would be to activate the Business event and you are done.  

However, if you don’t have that build yet, you can still accomplish this by building a Generic Inquiry (GI), Creating an Email Template, and creating a Business Event.  I will show you how do to those steps in this helpful blog.

Step 1 would be to build your GI – I am not going to go into a lot of detail here as we have many blogs and videos on how to build a GI but I will get you most of what you need. You will need to use the following tables.

Make sure and attach your relations.

On your conditions tab, the most important step would be to make sure to have the Activity Type condition set. If not, you will have multiple lines that are not needed. 

Then on your Results Grid, select what fields you wish to see.

If you set up like above, this is what it will look like:

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2^nd step would be to Set up your Email Template – The “To” field would be the owner of the task and then the body of the email would be whatever you deem necessary.  I put an example below to get you started.

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Dear ((ActivityOwner_firstName)),

You have have been assigned to a new task.

_

Task Details:

Summary: ((CRActivity_subject))

Start Date: ((CRActivity_Formulae38e384f417b4d64863a7e074be15f4f))

Due Date: ((CRActivity_Formula23bd2da08eb24a96a6b3d404b860d772))

Priority: ((CRActivity_priority))

Related Entity: ((CRActivity_refNoteIDType))-((CRActivity_refNoteID_description))
_

Direct Link:   ((PreferencesEmail_Formula9cf96b1a168c4f2d8569b44b6ff4735f))

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The last step would be to create the Business Event – This ties everything together which will send the email out to the Activity owner.

Start with the header and move on to your trigger conditions.

Then your subscribers would be the Email Notification you just created. 

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Make sure to mark your Business Event as Active then pat yourself on the back you have finished.

As always, if you try this on your own and get stuck, please reach out to us and we will be more than happy to assist. 

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