Steps: Configure Workflow Notifications to Email Customer Invoices and Attachments

Configure these business processes and security policies in the Customer Accounts functional area:

Customer Invoice Email Event

Consolidated Invoice Email Event

To review, approve, and email invoices to customers, you can configure the workflow notifications of the business process.

Workflow notifications enable you to define:

Email template.

When to trigger the email event.

Conditions and rules for emailing to suit your business needs.

Security groups that can access this task.

Email options and recipients.

Email or SMS message.

Attachments behavior.

Access the

Customer Invoice Email Event

business process definition for your company.

On the

Notifications

tab, under the

Custom Notifications

section, select

Business Process

Edit Notification

from the related actions menu of a custom notification.

As you complete the task, consider:

Override Email Template	Specify your custom invoice email template that defines the appearance and content of your email. You can also create segment-based security groups so that only authorized users are able to create or edit templates.
Trigger section	Specify the status of the business process and when you would like to launch the event.
Conditions and Rules	You can configure rules to determine whether Workday should send the notification or not and when.
Repeat On	Specify the appropriate instance from the Customer or Customer Invoice options. By default Workday sets this prompt to Customer Invoices to Be Emailed . When you leave this field blank, Workday sends all invoices to everyone.
Recipients	By default, Workday sets the prompt to Customer Contacts for Invoice . You can also specify additional emails under the Email Addresses section. Workday sends emails to the bill-to contacts you define on the customer profile, as well as any additional email addresses you enter here.
Groups	Specify a security group that can execute this task.
Email Option	Specify an option for emailing: Default : Sends an email to both home and work email address for a billing contact. First Work, Then Home : Workday first sends a notification to the email address that you've set to Work . If you don't set any email address to Work but have at least 1 email address set to Home , then Workday sends the notification to the home email address instead. Home Only : Workday sends 1 notification only to the email address that you've set to Home . If you haven't defined an email address for home, then Workday doesn't send the notification. When you've more than 1 email set to Home , Workday sends the email to the one defined as Primary home email address. Work Only : Workday sends 1 notification only to the email address that you've set to Work . If you haven't defined an email address for work, then Workday doesn't send the notification. When you've more than 1 email set to Work , Workday sends the email to the one defined as Primary work email address.

To provide an invoice attachment along with the printed PDF file, specify an option under the

Attachments

section.

Attachment Options	Attachment Flag Specified on an Invoice	Result
Attachments Linked to Invoice	NA	When you select this option, Workday ignores the attachment flag you specify on the invoice. Instead, it includes all attachments associated with the customer invoice in the email. Select this option if you generate your invoices using third-party software.
Attachments Not Provided To Customers	NA	Workday doesn't provide any direct or referenced attachments to customers.
PDF for Printing Run Business Process Notifications	Flags specified on customer invoices: Provide to Customer is True Print with Invoice is True	Includes all attachments in the PDF file when you print the invoice.
Attachments provided To Customers But Not Included In Printing Run and PDF for Printing Run Business Process Notifications	Flags specified on customer invoices: Provide to Customer is True Print with Invoice is False	Prints all the invoices in 1 PDF file and includes all attachments separately in the email notification for each invoice.
Attachments Not Provided To Customers and PDF for Printing Run Business Process Notifications	Provide to Customer is True Print with Invoice is True Print with Invoice is False	Prints an invoice and includes only those attachments in the resulting pdf that have the Print with Invoice flag on. Workday sends those attachments separately in the email notification that don't have the flag on.
Attachments Not Provided To Customers and PDF for Printing Run Business Process Notifications	Flags specified on customer invoices: Provide to Customer is False Print with Invoice is False	Prints all invoices in 1 PDF file and includes attachments flagged for internal purposes separately in the email notification.

The attachment output is dependent on the flag that you specify while adding an attachment to a given invoice.

(Optional) For consolidated invoices, access the

Consolidated Invoice Email Event

business process definition for your company and edit the notifications.

Specify an option under the

Attachments

section:

Attachments Linked to Customer Invoices
: Workday emails attachments associated with the individual customer invoices as separate files in the email.

PDFs for Individual Customer Invoices
: In addition to the consolidated invoice PDF file, Workday emails the individual customer invoices in 1 PDF as a separate file.

PDF for Printing Run Business Process Notifications
: Sends the Workday invoice as a PDF file.

Concept: Business Processes

Configure the Customer Profile

Steps: Configure Business Process Definitions

FAQ: Business Processes

Workday 32 What’s New Post: Print Attachments with Customer Invoice

Concept: Email Templates

Create Custom Notifications

Reference: Edit Tenant Setup - Notifications

2023R1 What's New Post: Send Emails From Multiple From Addresses

The Next Level: Delivering Customer Invoices with Confidence