Sales Document Attachments

Having document attachments in your webshop is a great way to enhance your customers experience.

Sana Commerce Cloud supports two types of attachments for sales documents:

• Attachments which customers can add to the sales orders during the checkout process.

• Attachments which sales managers can add to different sales documents in Microsoft Dynamics 365 for Finance and Operations and show them in the webshop.

Sales Document Attachments Added by Sales Managers in Microsoft Dynamics 365 for Finance and Operations

In Microsoft Dynamics 365 for Finance and Operations it is possible to attach different files and add links to sales documents. You can add attachments to all types of sales documents – orders, quotations, invoices, return receipts, credit notes and shipments.

Files and links added to the sales documents in Dynamics 365 for Finance and Operations are shown on the sales document details pages in the Sana webshop.

If you need to provide your business customers with some additional documentation, for example a waybill or a copy of some extra documents, they can be attached to the corresponding sales document in Dynamics 365 for Finance and Operations and shown on the sales document details page in the Sana webshop.

Set Up Document Types and Document Handling

Step 1: Specify the location where the sales document attachment files will be stored.

In Microsoft Dynamics 365 for Finance and Operations click: Organization administration > Document management > Document types.

In the Document types window, you can create document types for files and URLs and specify the location where these files should be stored.

The following locations are available:

• Azure storage - files are stored in Azure storage.

• Database - files are stored in the Dynamics 365 for Finance and Operations database.

Step 2: Set up general document management parameters.

In Microsoft Dynamics 365 for Finance and Operations click: Organization administration > Document management > Document management parameters.

For example, here you can set up maximum file size.

Add Attachments to a Sales Document

Open the necessary sales document, for example a sales order and click the Attachments button on the action pane.

To add an attachment to a sales document, click New in the Attachments window of a sales document. Select the type of attachment that you have previously created in the Document types window and upload the file or enter the URL.

To show attachments in the Sana webshop, on the More details FastTab, enable the Visible in webshop option for an attachment.

Invoice Attachments

If an invoice is created from a sales order which has attachments, then all sales order attachments will be copied to an invoice and will be shown on the Posted invoice detail page in the Sana webshop. Also, you can add attachments directly to an invoice in Dynamics 365 for Finance and Operations and change the invoice attachments visibility.

The ability to add attachments to the invoices can be disabled in Dynamics 365 for Finance and Operations. If you cannot add attachments to the invoices, you need to enable this functionality.

To do this, in Dynamics 365 for Finance and Operations click: Organization administration > Document management > Document management parameters. On the General tab, enable the Use active document tables option.

Then, go to Document management > Active document tables and select the Always enabled checkbox for Customer invoice journal.

Make All Invoice and Sales Order Attachments Visible in the Webshop

You can also make all invoice attachments and sales order attachments visible in the Sana webshop at once. To do this, in Dynamics 365 for Finance and Operations click: Webshop > Common > Webshop catalog overview. Then, on the action pane click: Product > Set order attachments visibility.

You will see the following message:

• If you click Yes, then all existing sales order attachments will be visible in the Sana webshop.

• If you click Yes to all, then all sales order attachments and posted invoice attachments will be visible in the Sana webshop.

Enable Sales Document Attachments

Step 1: In Microsoft Dynamics 365 for Finance and Operations click: Webshop > Common > Webshops.

Step 2: Open the webshop and on the General FastTab, you can enable product and sales document attachments.

Enable the option Enable document attachment downloads to show all files and URLs added to the sales documents in Dynamics 365 for Finance and Operations on the sales document details pages in the Sana webshop.

Attachment of Files to the Sales Documents by Customers During Checkout

Some business owners can provide their customers with customization services. For example, you are selling t-shirts in your webshop and you can personalize any t-shirt at the customer’s request. In this case the possibility to upload files during checkout can come in handy, since a customer can create the custom t-shirt design and upload the file with the design during checkout, instead of contacting you via email or other means of communication.

Having the file upload in the checkout takes the interaction between you and your customers to the next level and improves user experience for shoppers.

A file added to the sales order by a customer during the checkout process is shown on the sales order details page in the Sana webshop.

When a customer adds a file to the sales order, this file is stored in the file system of Sana Commerce Cloud. Also, the URL to the attachment is saved to the sales order attachments in Microsoft Dynamics 365 for Finance and Operations. The Microsoft Dynamics 365 for Finance and Operations user can click on the URL and the attachment will be automatically downloaded.

You can find all files attached to the sales orders at the following location in File manager: Root > Documents > sales document attachments > order. Each folder inside the order folder corresponds to a specific sales order by its ID.

Good to Know

• When a customer edits an order or a quote with an attachment, an attachment is shown in the last checkout step in the webshop, but a customer cannot edit it. A modified order or a quote is saved to Dynamics 365 for Finance and Operations together with an attachment.

• When a customer converts a quote with an attachment to a sales order, an attachment is transferred to a sales order. It does not matter which conversion type is used, With checkout or Unattended, an attachment will be transferred to a sales order in any case. If the With checkout conversion type is used, an attachment is shown on the last checkout step in the webshop, but a customer cannot edit it.

Enable and Disable Sales Order Attachments

You can change the visibility of the Attachments area in the Sana webshop using the checkout header fields in Sana Admin.

In Sana Admin click: Setup > Ordering > Checkout header fields. Edit the Attachments field. The Attachments field is available on the Checkout header fields tab in Sana Admin by default and you cannot remove it. But you can hide this field if you don't want your webshop customers to be able to add attachments to sales orders. You can also set the accepted file types, maximum file name length, maximum file size, etc.

Sales Document Attachments in Microsoft Dynamics 365 for Finance and Operations

The link to the attachment added by a customer during checkout is saved to the sales order in Microsoft Dynamics 365 for Finance and Operations. To see the attachment link, open the necessary order and click the Attachments button on the action pane. The Microsoft Dynamics 365 for Finance and Operations user can click on the link and the attachment will be automatically downloaded.