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 Business Central and show them in the webshop.

Sales Document Attachments Added by Sales Managers in Microsoft Dynamics 365 Business Central

In Microsoft Dynamics 365 Business Central it is possible to attach different files to the sales documents. You can add attachments to almost all types of sales documents - orders, quotes, invoices, and credit notes.

Files added to the sales documents in Microsoft Dynamics 365 Business Central are shown on the sales document pages in the Sana webshop.

If you need to provide your 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 Microsoft Dynamics 365 Business Central and shown on the sales document details page in the Sana webshop.

Add an Attachment to a Sales Document in Microsoft Dynamics 365 Business Central

Step 1: Open the necessary sales document, for example a sales order, and on the Order tab, click Attachments.

Step 2: In the Attached Documents window, select a file you want to add to the sales document. To show attachments in the Sana webshop, select the Visible in webshop checkbox for an attachment. This way you can add as many attachments as you need to different sales documents.

If you have several webshops, for example, in different languages and with a different design, you may need to show different attachments for the same sales document in different webshops, or you may need to show it in one webshop and not show it in another. But this can only be used if the customer uses the same account in different webshops. Otherwise, the customer will not be able to see the same sales documents in different webshops.

You can select a necessary webshop in the Webshop Filter field to specify in which webshops to show certain files.

Enable Sales Document Attachments

In Microsoft Dynamics 365 Business Central click on the search button and enter Webshops. Open the Webshop Card and on the Downloading FastTab, you can enable and disable sales document attachments.

Select the checkbox Enable Document Attachment to show all files added to the sales documents in Microsoft Dynamics 365 Business Central in the Sana webshop.

Sales Document Attachments Added 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 file is saved to the sales order attachments in Microsoft Dynamics 365 Business Central. The Microsoft Dynamics 365 Business Central 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 Business Central 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 Order Attachments in Microsoft Dynamics 365 Business Central

The link to the attachment added by a customer during checkout is saved to the sales order attachments in Microsoft Dynamics 365 Business Central. To see the attachment link, open the necessary order and go to Attachments. The attachment link is saved to Links. The Microsoft Dynamics 365 Business Central user can click on the link and the attachment will be automatically downloaded.