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Administrator Guide
Last Updated: 2023-06-23
Example: Configure Customer Contacts for Email

Example: Configure Customer Contacts for Email

This example illustrates how to set up customer contacts so that you can email the invoice documents to them easily.
As a Setup Administrator, you’ve created a customer profile in Workday. You now want to set up bill-to contacts so that you can automatically email various documents after you print them. When you don't configure billing contacts, Workday sends the email to the primary contact.
  • Configure your tenant for email and attachments.
  • Configure the
    Customer Invoice Email Event
     business process to define conditions and rules for emailing and attachments.
  • Ensure that your tenant has the default email and mail document delivery types along with the delivery method.
  • For electronic invoices, create document delivery rules to map the integration document delivery type to the desired integration system and an external tax code list if applicable.
  • Security:
    Set Up: Customer Contacts
     domain in the Customers functional area.
  1. From the related actions menu of a customer, access
    Addresses and Contacts
    Customer Contacts
    .
    Add new bill-to contacts or edit the existing ones.
  2. Click
    Add
  3. Select
    Country
     of the contact and specify the
    First Name
     and
    Last Name
    .
  4. Click
    Contact Information
    .
  5. Click
    Email
    Add
     and select or enter these values:
    Field
    Value
    Email Address
    john.doe@workday.com
    Type
    Work
  6. Click
    OK
     and
    Done
    .
  7. Click
    Set Up Bill-To Contacts
     and enter or select these values:
    Field
    Value
    Primary Bill-To Contact
    Select the check box to set this contact as your primary contact.
    You can have only 1 primary contact. When you select this check box, Workday automatically:
    • Adds
      Customer Invoice
       to the
      Email Documents
       option.
    • Selects the
      Default Bill-To Contact
       check box.
    Default Bill-To Contact
    • Select this check box to set your contact as default bill-to contact.
    • The default contact doesn't have to be a primary contact.
    Email Address
    Workday automatically populates this field based on the data entered during the customer creation process.
    Email Documents
    • Customer Statement
    • Dunning Letter
    Workday sends the customer statement and dunning letters to this contact. You can select single document type for a specific contact.
  8. Click
    OK
     and
    Done
    .
  9. Click
    Addresses and Contacts
    Document Delivery
    .
  10. Click
    Edit
    .
  11. Enter or select these values:
    Document
    Delivery Type
    Email Recipients
    Customer Statement
    Email
    Statement Contact Emails
    Customer Invoice
    Email
    Bill-To Contact Emails on Invoice
    Dunning Letter
    • Email
    • Mail
    Dunning Letter Contact Emails
    You can select 1 or both options for delivery type.
    The document settings for customer invoices also apply to consolidated customer invoices.
  12. Click
    OK
     and
    Done
    .
When you print and email customer statements, Workday emails the PDF files to those contacts that you defined for receiving customer statements.
Print and email customer documents.