SAP Sales CloudV2 now gives sales administrators separate control over what gets attached to quote emails , depending on whether the email is triggered by the Submit action or created manually by a sales rep. And with a bit of integration work, this opens a powerful door: automatically sending S/4HANA generated quote PDFs to customers, without the sales rep ever touching the backend system

Quote Submission

There are two separate workflows to submit a Sales Quote. The Submit action and a manually created email from a quote are treated as distinct events, each with its own attachment configuration.

 

Trigger Configured In Options

Submit action	Document Types → Email Attachment	None / Generated Quote PDF / Quote Email Attachment
Manual email from quote	General →Defaults Email Attachment	None / Generated Quote PDF / Quote Email Attachment

This separation matters because the intent behind each action is different. A submission is a formal, often automated step where you want consistency enforced. A manually created email might be a follow-up, a revision note, or a relationship touchpoint , where the default might differ by business context.

Submit Sales Quote PDF from S/4 Hana

In many organisations, the main quote PDF lives in S/4HANA, it carries pricing, legal terms, and output determined by S/4 output management. Sales reps working in Sales Cloud shouldn't have to switch systems just to retrieve and attach that PDF. They dont have to if you follow the below steps

1. Upload the S/4 PDF via the Document Service API

  exposes adocument-service API that allows external systems to upload documents directly into the tenant. Using a custom enhancement or integration (e.g. triggered when the S/4 quote is released or output is generated), the S/4 PDF can be pushed into the Sales Cloud tenant automatically.

You can also refer to this blog  for details on how to work with document -service API https://community.sap.com/t5/crm-and-cx-blog-posts-by-sap/how-to-use-document-service-api-to-upload-documents-into-sales-amp-service/ba-p/13719891

Make sure the document is linked to the corresponding sales quote using the attachment type “Email Attachment”. This is the key  this attachment type is what the new Email Attachment configuration recognises and acts on.

2. configure the Document Type

In the Document Types settings, set the Email Attachment dropdown to Quote Email Attachment for the relevant document type. Ensure Email on Submit is enabled.

3. Submit 

When the sales rep hits Submit, the system picks up the linked “Email Attachment” type document attached to the sales quote , which is the S/4-generated PDF, and includes it in the outbound email. 

Configuration Summary

Document Types (for Submit behaviour):

User Menu → System Settings → All Settings → Sales Quotes → Document Types

• Enable Email on Submit
• Set Email Attachment to Quote Email Attachment

General (for manually created emails):

User Menu → System Settings → All Settings → Sales Quotes → General

• Under Default Email Attachment, select Quote Email Attachment (or whichever default fits your process)

Integration side:

• On S/4 quote release or output generation, call the document-service API in Sales & Service Cloud v2 to upload the PDF
• Link the uploaded document to the sales quote with attachment type Email Attachment

 

What looks like a simple configuration addition delivers two meaningful improvements. First, administrators can now separately define what gets attached when a quote is submitted versus when a sales rep manually sends an email from a quote  giving precise control over two distinct customer touchpoints. Second, the “Quote Email Attachment” type opens the door to richer integration scenarios

 

 

 

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