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Email & Notification Automation

X3CloudDocs Advanced and Enhanced Workflow Module​ For Sage X3

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Enhanced Workflows For Sage X3

X3CloudDocs Email and Notification Automation (ENA) is a framework tool to offer an enhanced email engine for the standard Sage X3 workflow engine, in addition to pre-defined workflow scenarios and email templates. Transform the limited plain-text emails provided by Sage X3 by default into interactive, branded, HTML5 emails. X3CloudDocs ENA enables businesses to leverage the strong automation functionality available in Sage X3’s existing workflow engine to provide attractive and engaging emails both inside and outside the business, opening up a range of possibilities previously often ignored (such as shipping notifications, email approvals, etc.).

Features & Functionalities of Email & Notification Automation

What Companies Using Sage X3 Can Achieve With X3CloudDocs?

Branded Emails

Automated, branded emails for customers and suppliers.

On The Move

Interactive approvals via email or web portal—no VPN required.

Responses

Capture narrative approval/email responses via a customizable web form integrated with Sage X3 datasets.

Extended Access

As a separate web app with no Sage X3 licence needed, it extends access beyond typical Sage X3 users.

X3CloudDocs Email & Notification Automation (ENA) is an enhanced emailing and notification engine for Sage X3, enabling highly customizable branded emails and approval workflows. X3CloudDocs Email & Notification Automation leverages the power of Sage X3 workflows and a custom HTML presentation layer for emails to send branded and interactive notification and approval emails.

X3CloudDocs Email & Notification Automation bootstraps the powerful Sage X3 batch server/workflow engine, adding an enhanced presentation layer to any workflow email and facilitating interactive approval flows.

Attachments can be enabled and automatically sent with emails

Data fields can be passed through to a formatted email

Uses professional email templates using extensive CSS and HTML coding capabilities

Where approvals are used, a response can be captured and updated in Sage X3

Workflow Options

Additional options and parameters can be set against standard Sage X3 workflow rules.

Data Pass-Through

Data fields can be enabled for “passing through” to X3CloudDocs Workflow.

Asset Management

Digital assets (logos, etc.) can be managed in the application.

Email Templates

Email templates can be designed with extensive CSS and HTML5 functionality.

Template Preview

A preview is available in the window, for review during design.

Field Merging

Field merging can be coded in with special values to pull data from Sage X3 into the email template.

Attachments

Attachments can be enabled and automatically added to emails when being sent.

Approval Responses

Where approvals are used, a response can be captured (e.g. rejection reason) and passed back to Sage X3.

One-Click Approvals

Approve or reject directly from the email (even off VPN); actions post back to Sage X3.

Smarter Workflow Notifications For Sage X3 That Get Results

Using X3CloudDocs Email & Notification Automation, businesses can unlock the true power of Sage X3’s workflow functionality. By offering highly customizable and visually attractive emails and interactive web forms, X3CloudDocs Email & Notification Automation opens email automation up to business partners and internal stakeholders who would previously have been excluded due to the plain-text outputs and licensing restrictions of standard Sage X3.

Process Recycling

Value added integration with Sage X3 Workflow allows businesses to “recycle” existing processes.

Business Logic

Harness Sage X3 business logic with HTML5 formatted emails to minimize maintenance of rules-based emailing.

Brand Consistency

Include branding documents to reinforce brand consistency and extend the use of workflow outside of business.

Mobile Approval

Approval “on the move”, including from mobile devices, using the cloud—no need to be connected to the office.

Line-Level Details

Provide line level details displayed in tables for maximum usability.

Approval Comments

The ability to add comments to the approval process and link back to Sage X3.

How it Works

01

Standard or bespoke Sage X3 workflows trigger an email output.

02

Key data is merged into an HTML5 email, with branded formatting and design.

03

The email is dispatched to a nominated contact, with any attachments and requests for approvals.

04

If authorization or narrative response is required, Sage X3 is updated with the outcome.

Download Datasheet

Demo The X3CloudDocs Enhanced Notification Automation

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X3CloudDocs is Trusted By

Fold Hill
Fold Hill
Group IT Manager
We've been using X3CloudDocs for AP automation for a few months, and it's significantly sped up our processing—handling over 80 documents per hour. The built-in electronic invoice approval has reduced paper use and improved visibility of invoice status and approvals. Implementation was quick and seamless—highly recommend Mysoft and X3CloudDocs.
Two Providores
Two Providores
Digital Transformation and Strategy
After trying other sales order automation tools and needing AP automation too, we wanted one solution for both. X3CloudDocs was the only product we found built specifically for Sage X3 with out-of-the-box integration—and it was a perfect fit.
TIMCO
TIMCO
Operations Director
I would certainly recommend X3CloudDocs to other businesses using Sage X3. The solution is native to X3 and fits seamlessly within the overall environment. The ease of use and integration have made the solution valuable for our document management and accounts payable automation needs.
ENVEA
ENVEA
IT Systems Manager
We looked at 2-3 other solutions, but the best one that we found was X3CloudDocs. It was the most suitable for our business process. The UI is really simple and very easy to use. We wanted a simple software that could get the job done and integrated smoothly with Sage X3, and with X3CloudDocs it was just that.
RH Amar
RH Amar
Finance Director
There was a lot of manual inputs data entry onto our main system, which is Sage X3. There was a lot of manual typing and punching in data that was on the paper. We were very paper-based. Now it feels like history! We are too big to deal with paper anymore.
Two Providores
Two Providores
Digital Transformation and Strategy
Within two weeks of installing X3CloudDocs AP and SO modules we were live and had successfully and automatically processed over 1000 documents in the first week instantly saving our team a huge amount of rekeying and letting them get on with running the business.
CAVU Group
CAVU Group
Accountant
“I can process 90% of PO invoices at such a high level of accuracy that I don’t even have to intervene!”
Madison
Madison
Management Accountant
“One of the biggest factors for me was the integration. X3CloudDocs proved to link better with Sage X3 than any other software. There is no need for any bridging software to allow it to work and this gave me much more confidence in Mysoft and X3CloudDocs compared to competitors.”
BURNS Pet Food
BURNS Pet Food
Financial Analyst
“X3CloudDocs has revolutionised the way we work. We can now successfully process 1 months’ worth of invoices in just a couple of afternoons, rather than 1 week!”
Two Providores
Two Providores
Digital Transformation and Strategy
The X3CloudDocs team were great to work with, they were amazingly responsive and with a deep understanding of Sage X3 coupled with their knowledge of AP and SO Automation they could advise and resolve any problems we threw at them. I highly recommend this solution if you have Sage X3 and want a quick and seamless automation solution for supplier invoices and/or customer orders!
Cann Group Limited
Cann Group Limited
IT Business Analyst
X3CloudDocs with their intuitive solution for AP Automation allowed us to streamline the invoicing process in Sage X3. The built-in approval workflows, integrates well with X3. This has helped our Accounts team to validate invoices quicker and import them into Sage saving us hours spent on manual entry.
TransPak
TransPak
Senior Business Operations Manager
X3CloudDocs has really automated our company’s AP processes. We now spend less time doing manual work and has truly made our AP processes very easy and efficient. The solution is very user friendly and the interface is easy for even a novice to navigate.

Frequently Asked Questions

X3CloudDocs is an extension to your Sage X3 functionality allowing you to further enhance the capabilities of the workflow processes you may already be using.

X3CloudDocs workflow allows you to configure powerful, human friendly email templates which can contain interactive buttons that allow the recipient to provide responses and feedback without having to be logged in to Sage X3 or be on the company VPN. These responses are seamlessly and securely integrated back in to Sage X3 to trigger further actions and processes without delay.

A common use case for X3CloudDocs Workflow is purchase order approval whereby a manager may need to approve a purchase request before the order is placed with the supplier. The manager could be travelling or off site but still receive the X3CloudDocs workflow email on their cell phone and choose to approve or reject as well as optionally providing feedback for their decision. Whilst this is the most typical use case it can be configured to streamline many other purposes, you could use it to capture data off a new supplier you are onboarding or perhaps ask a customer to approve a new order where you have had to amend a price or substitute a product.

X3CloudDocs is a fixed annual price and you are not charged on a per use basis allowing you to manage costs easily with no surprises.

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Download The Enhanced Notification Automation Datasheet