How To: Send a Manual Email

Printable reports can be emailed manually from the preview window.

Prerequisites

  1. Message Templates must be set up with a Trigger Type of REPORT EMAIL, see How To: Setup Email Templates.
  2. Ensure that email addresses are setup against contacts in their [ Customer (or Supplier)| Detail | Address ] screen or using the option in the [ Customer | General ] tab, see How To: Setup Automatic Email Contact Preferences.
    Note: multiple e-mail addresses can be set up using the method as described in How To: Setup Automatic Email Contact Preferences. If more than one e-mail address is set against the 'Document Type', the document will be sent to the multiple e-mail addresses.

Manually Emailing Reports

  1. In a the Report click on either the Email this doc button or the Email All button.
  2. The Auto Email Options Dialog is displayed.
  3. Select the Email Template.
    Note: the template must have previously been created, see How To: Setup Email Templates.
  4. Select either:
    • 'Send emails immediately' if the email is to be sent immediately, or...
    • 'Edit before send' opens the Email Editor allowing the user to edit the email and then send it.
  5. Select 'Always use these options for this report' if you wish to automatically use the same template and 'Send emails immediately' or 'Edit before Send' options next time a user clicks the button. The options are saved for this particular report in [ System Data | Others | Email Report Config ] and can be edited.
    Note: if you want to open the Auto Email Options popup in the future after selecting this option hold down the Shift key and click either button.
  6. Select the 'Manual settings' checkbox to manually specify:
    • Use the the green opening folder icon is normally linked to the opening of a dialog box that allows the user to browse and select a value or range of values button to select the email address to send the email to from those listed against the customer.
    • Select the range of pages to attach, just attach the current page or attach all pages.
  7. Click on OK. The system will create the email and either hold it in pending emails or send it depending on the chosen options.

Action Buttons

The difference between the two email buttons is how much of the report printout is emailed:

  • Email this doc: will only email the single document you are currently viewing; so if, for example, you had printed a batch of 20 invoices, it would only generate a PDF for the single invoice on screen at the moment. (If that invoice spanned two or more pages, it would correctly print all the pages for that invoice, but not the others).
  • Email All: generates multiple emails/PDFs one per invoice, in the above example. When the user has a batch of invoices and they use this button, Khaos Control will attempt to e-mail the document to the e-mail address set up in the 'Company E-mail Address' dialog. If no e-mail address is specified against the Customer, the document will not be e-mailed. After clicking the Email All button, the user must then use the new Report print non-emailable button. button, which will print all the invoices that weren't able to be e-mailed to the Customers. The buttons must be used in conjunction with each other in this way.

  • Report print non-emailable button.: if the 'Always Print' option has been ticked against an e-mail address against the Customer the invoice is being e-mailed to, then Khaos Control will not attempt to e-mail the invoice and the invoice will be printed once the Report print non-emailable button. button is used by the user at the end of the process.
    Note: when the Report print non-emailable button. button is pressed in a sales invoices print preview in the [ Sales Invoice Manager ] then there are three options available:
    1. Print: click on the Report print non-emailable button. button to display the Print dialog and select the printer.
    2. Send to Notepad: click on the down arrow to the right of the Report print non-emailable button. button and select Send to Notepad. This will create a text file displaying URN, COMPANY NAME and DOCUMENT REF.
    3. Print And Send to Notepad: click on the down arrow to the right of the Report print non-emailable button. button and select Print And Send to Notepad. This will display the Print dialog so the user can select the printer to print the invoice followed by a text file displaying URN, COMPANY NAME and DOCUMENT REF.

Notes

Most reports contain contact information for example an invoice printout has the contact/address/email information for the customer the invoice is linked to; a purchase order printout has the contact/address/email info for the supplier. These reports could be either manually or automatically emailed, with the system sending the correct range of pages to the appropriate email address. However, some reports have no contact information on them for example the stock value or stock listing reports. In these cases the "Manual settings" option should be used to specify which email address to send the report to.

See Also


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