E-Doc
- Amanda Thomas
E-mailing Reports
Summary:
This article documents the usage of Emailing Reports which can be found through Reporting.
Gives you the ability to e-mail out reports to Aeros LIVE Users, Producers, Personnel and Crew. You can send the report automatically after the report has been generated or after you have reviewed the report. You can set the report to send to multiple people and multiple formats to each person.
Pre-requisites
Version 41.20 or higher, Reports, SMTP Server
Initial Email Setup
Go to System --> System Settings --> Email Tab
SMTP Server Configuration
This is where you will set up your e-mail server settings. Please contact your IT administrator for help setting up this information. This information will only need to be set up once prior to using e-doc.
Setting up E-Mail addresses to Users
Go to System --> Users --> Manage Users
Select a user and insert users e-mail address in the E-mail field. To set up a new User, please see documentation to review setting up new Users.
NOTE: Make sure user logs out and back in for the changes to be applied.
Setting up E-Mail addresses to Producers
Go to System --> Producer Management --> Producers
Select a producer and insert producers e-mail address in the E-mail field. To set up a new Producer, please see documentation to review setting up new Producers.
NOTE: Make sure user logs out and back in for the changes to be applied.
Setting up E-Mail addresses to Personnel
Go to System --> Personnel (Ribbon Bar)
Select a person and insert their e-mail address in the E-mail field. To set up a new person, please see documentation to review setting up new Personnel. You can set up Animal Service Managers, Service Person, Moving Crew or other.
NOTE: Make sure user logs out and back in for the changes to be applied.
Note: Assigning e-mail addresses just makes it easier to pull up in address book. You can insert other e-mails on the report itself.
Setting up E-mails to Reports
You can set E-doc for any report, report link, or parameter set in your reporting section. You can set up whether to automatically send the report once it has ran or you can set it up to review the report before sending it out and then send the report with a click of a button after review.
Go to Reporting --> Select any report, report link, or parameter set --> Right click on selected report --> choose E-mail Settings
E-Mail Settings for Report
On this form you can select an Existing Email or you can enter other Emails.
If you want to select an Existing Email you will find all the email addresses in the dropdown for “Select Existing Emails”. You can then search by name, or type to find the email address.
Once you select Email addresses, you will see them fill the Mailing list below. You can then make changes to the Format you want this person to receive. You can send the report in .pdf, .jpeg, .rtf, .xls, .xlsx, .csv, .tnt, and .png formats. You can send a user multiple formats by adding them to the list multiple times. In the mailing list you can also manually add your own contacts.
Manually Add Email Contacts
To manually add contacts to a report, just type in the mailing list grid.
Once you have all the people you want to send the report to and their formats, you can select your send options to either send this report after you review it or send this report once it is generated.
Send Options
If you selected “Send this report when it is generated”, all you have to do is make sure your parameters are set, dates are set, and run the report. The report will then be Emailed out to all the people on your mailing list in the respective formats.
If you selected “I will send this report after I review it”, follow the following instructions.
Set your dates, set your parameters and generate the report as usual. Once the report is done running, open the report, review the data. If all is ready to be sent off, you will then:
Select E-documents at the very top of the report viewer and click Send. This will email the report to all Emails in the mailing list in their respective formats.
You can also review or edit your mailing list from here by selecting Email Settings.
The ability to Export to Email is still available as well.
It is important to note that you make sure you assign Email addresses with care. You do not want to accidentally set up an Email address in a report parameter that someone is not supposed to receive.