How to Set Up Email Alerts for Deleted Sales Orders in Sage X3

How to Set Up Email Alerts for Deleted Sales Orders in Sage X3: Sage X3 uses notifications to alert you about important events and actions. These can appear on your dashboard or be sent directly to your email. This flexibility ensures you stay on top of what’s happening within Sage X3, boosting efficiency and responsiveness in managing your business.

Automated Alerts for Informed Decisions

Whenever a workflow event triggers, Sage X3 automatically generates and sends notifications based on your settings. You can choose to receive them via email, see them on your dashboard, or even get both.

Let’s set up an example

We’ll guide you through creating an email notification that fires whenever someone deletes a sales order exceeding ₦100,000. We’ll customize the email content to include details like the order number, amount, and user who deleted it.

1. Create a New Notification:

• Click “New” to add a new notification.

2. Define Notification Details:

• Workflow Code: Enter a unique identifier like “ZWFN” for this notification.
• Description: Provide a clear description, such as “Sales Order Deletion (> ₦100,000)”.
• Active: Ensure the notification is active by checking the box.

3. Set the Trigger:

• Event: Choose “Deletion” as the event that triggers the notification.
• Object and Code: Specify the notification is triggered by an “Object” deletion with the code “SOH” (Referring to Sales Orders).

4. Add a Condition:

• In the “Expression” box, you can enter ORDINVATI > 100000 to trigger the notification only for high-value orders (greater than ₦100,000).
• Alternatively, use the “Formula Wizard”:
  • Click the action menu next to the “Expression” box.
  • Select “Formula Wizard”.
  • Expand “Screen SOH4” and locate “ORDINVATI”.
  • Click “OK” to add the condition.

5. Customize the Email Alert:

• Scroll down to the “Message” section to configure the email content.
• Subject: Enter a clear subject line, like “Sales Order Deleted – Requires Review“.

• Body: Craft the email body with relevant details:

• • Use placeholders to include dynamic information:
    • [F:SOH]SOHNUM: Inserts the deleted sales order number.
    • [F:SOH]ORDINVATI: Inserts the sales order amount.
    • |CREDAT|: Inserts the sales order creation date.
    • |GUSER|: Inserts the username of the person who deleted the order.

• Here’s an example structure:

Sales Order | [F:SOH]SOHNUM | created on |CREDAT| was deleted by user: |GUSER|.

Sales Order Amount: | [F:SOH]ORDINVATI |

6. Save and Validate the Notification:

• Click “Save” to create the notification.
• Click “Validate” to ensure it is configured correctly.

7. Verify the Notification Works:

Note: It is recommended to test this functionality in a non-production environment.

• Create and delete a test sales order exceeding ₦100,000. You should receive an email confirming the deletion.