Personalized texts are Extended Texts that are specifically created for a particular customer, vendor, or salesperson/purchaser. These texts are automatically used in documents when the corresponding business partner is selected.
Note
Basic information about creating Extended Texts can be found under Setup, Extended Texts.
Purpose of Personalized Texts
Personalized texts are suitable for:
Individual greetings - e.g., personal salutation for important customers
Customer-specific notes - e.g., special delivery terms or agreements
Contractual specifics - e.g., discount agreements, special conditions
Legal information - e.g., specific terms and conditions for certain business partners
Multilingual communication - e.g., texts in the customer's preferred language
Where Are Personalized Texts Set Up?
Card
Fields
Usage
Customer Card
Beginning Text, Ending Text
Texts appear on sales documents for this customer
Vendor Card
Beginning Text, Ending Text
Texts appear on purchase documents for this vendor
Salesperson/Purchaser Card
Beginning Text, Ending Text
Texts appear on documents assigned to this salesperson/purchaser
Example: Personalized Beginning Text for a Customer
Field
Value
Customer
10000
Beginning Text
Dear Mr. Robert Townes,
Step-by-Step Guide
This guide shows the creation of a personalized beginning text for a customer. The procedure applies analogously to vendors, ending texts, and salespeople/purchasers.
Open the card of the vendor, customer, or salesperson/purchaser for whom you want to set up a personalized text.
For example: Customer 10000.
Click Beginning Text to open the Extended Text overview.
Click New to create a new Extended Text.
Enter the desired Code and a Description for the Extended Text.
For example: Code: CUSTB10000, Description: Personalized text for Customer 10000
When you click on Ext. Text Exists, a list of available Extended Texts is displayed.
Optional: In the text editor, you can use placeholders for table fields. This allows you to automatically insert, for example, the customer's address (##Bill-to Address##) or customer name (##Bill-to Name##).
For more information, see Advanced Features, Text Editor and Placeholders.
On the Sales FastTab, activate the Sales Quote option. This makes the Extended Text available on sales quotes.
Tip
When you select or deselect multiple documents, a query appears asking whether you want to select or deselect all documents. Using the actions Belegfolgefelder deaktivieren and Belegfolgefelder deaktivieren, you can select or deselect all values at once.
Optional: Define conditions, for example the language, validity period, or document types for which the Extended Text should apply.
For more information, see Working with the App, Sorting and Conditions.
Optional: Use the formatting options to customize the text (font type, size, color, paragraph alignment).
For more information, see Advanced Features, Formatting.
Save the Extended Text by closing the page. The changes are automatically applied.
Important
To insert personalized texts correctly, the Standard Text Code used must not also be configured as a general Beginning Text or Ending Text. For this text block, turn off the Beginning Text and Ending Text options. Otherwise, the text might be inserted twice, in the wrong position, or not at all. If needed, create a separate copy of the text block solely for personalization.
For more information, see Setup, Beginning and Ending Texts.
Additional Examples
Personalized Ending Text for a Customer
Scenario: Individual closing greeting for a VIP customer
Customer: 20000 - Contoso Ltd.
Ending Text: GREETING_CONTOSO
Text Content: "Thank you for your long-standing loyalty! If you have any questions, your personal contact Mr. Mueller is available at mueller@example.com."
Personalized Beginning Text for a Vendor
Scenario: Special ordering instructions
Vendor: 30000 - Supplier Ltd.
Beginning Text: ORDER_SUPPLIER
Text Content: "Please use our item numbers and descriptions in your order confirmation."
Personalized Text for a Salesperson
Scenario: Salesperson-specific contact information
Salesperson: BC - Benjamin Chiu
Ending Text: CONTACT_BC
Text Content: "Your contact: Benjamin Chiu, Phone: +43 123 456789, Email: b.chiu@example.com"
Best Practices
Consider data privacy: Make sure that personalized texts do not contain sensitive information that should not appear on all documents.
Use placeholders: Use placeholders for names and addresses to keep texts dynamic.
Regular maintenance: Check personalized texts regularly, especially when contacts or conditions change.
Unique codes: Use meaningful codes like CUST10000 instead of generic designations.
Multilingual: Create texts in the language of international business partners with the appropriate language code.
Test documents: Test personalized texts in test documents before using them productively.
Frequently Asked Questions
May the "Beginning Text" or "Ending Text" fields be activated in the text block?
No, under no circumstances! For personalized texts, the Beginning Text and Ending Text fields must NOT be activated in the Standard Text Code. These fields are intended only for general beginning/ending texts.
Personalized texts are controlled exclusively via the Beginning Text and Ending Text fields on the master data cards (Customer, Vendor, Salesperson/Purchaser). If you activate the beginning/ending text fields, the text will appear on all documents, not just for the intended business partner.
What is the difference between personalized texts and general beginning/ending texts?
Personalized texts are specific to a single customer, vendor, or salesperson/purchaser. General beginning/ending texts apply to all documents or can be controlled via conditions.
For more information, see Setup, Beginning and Ending Texts.
Can personalized texts be combined with general texts?
Yes, you can use both personalized and general texts. The sorting sequence determines the order in which they appear in the document.
How can I use the same text for multiple customers?
Create a common Standard Text Code and reference it in the Beginning Text/Ending Text fields of the respective customer cards.
What happens when I change the customer in the document?
The personalized texts are automatically adapted to the new customer, provided that personalized texts are also stored for that customer.
Can I also manually change personalized texts in the document?
Yes, you can manually edit or delete the automatically inserted texts in the document at any time. Changes do not affect the master data.
Setup, Extended Texts An Extended Text is an individually defined text that is either automatically or manually inserted into a document - depending on the selected type and defined conditions. You create Extended Texts on the Standard Text Codes page, which you can find via search in Business Central...
Setup, Beginning and Ending Texts Beginning and ending texts are Extended Texts that are automatically inserted before or after the document lines. They appear in sales, purchase, service, or job documents. Use these texts for notes, legal information, or individual messages to your customers...
Working with the App, Sorting and Conditions With the advanced text conditions in NAVAX Document Text, you can flexibly control which texts are used and transferred to your documents. You can specify that certain texts are automatically inserted only for selected languages, within a specific time period, or for specific document types. This ensures that all relevant information always appears correctly and contextually in your sales, purchase, service, and job documents...
Advanced Features, Text Editor and Placeholders NAVAX Document Text provides a text editor that allows you to easily create and edit extended texts for documents. The editor supports placeholders to insert dynamic content from the respective tables. You can copy pre-formatted texts from other programs and paste them into the text editor...
Advanced Features, Formatting With the formatting functions in NAVAX Document Text, you can design your extended texts professionally and in accordance with corporate identity guidelines. You can adjust font type, size, and color, as well as control paragraph alignment and indentation...
Field Descriptions, Personalized Texts The fields for personalized texts allow you to store Extended Texts specifically for a particular customer, vendor, or salesperson/purchaser...
Personalized Texts
