Notes, email, forward, and reject — when to use which

Quick reference

Situation	Use
Record context for the future — e.g. discount confirmed by supplier	Plain note
Ask an internal colleague to look at something or take action	Note with @mention
Transfer approval responsibility to someone else	Forward
The document itself is incorrect and must go back	Reject
Communicate with the supplier or someone outside Nordflow	Email from document

Why notes beat email for internal conversations

Notes live with the document permanently. Six months later, when someone reviews the transaction, the full conversation is visible directly on the document — no searching through individual mailboxes. When a document is posted to Business Central, the entire note thread is attached as additional pages on the PDF, so the discussion travels with the record.

@mentions for questions, not rejections

If you need a colleague to look at something or clarify a line, a note with @mention is almost always the right choice. The colleague receives a bell notification and an email with a link back to the document. Rejecting the document just to get someone’s attention sends it backwards in the flow and creates extra work.