Email a Report

You can send a report as a file attached to a standard email message, or you can send a link to the report in an email message.

With standard email, Vantagepoint sends the message to one primary recipient. All other recipients receive copies of that one email message. Separate emails are not sent to each recipient.

You can schedule the email process to occur at another time. However, if you schedule the email process for project reports and the email is set up to go to a Vantagepoint-generated distribution list (project managers, for example), you cannot also schedule the reports to print as part of the same process. If you select Print Report on the Options dialog box when you schedule the email job, Vantagepoint ignores that setting. If you want to print reports and email them to a distribution list, you must schedule two separate processes.

To email a report:

1. On the Navigation pane, click My Stuff > Reporting and select the type of report.
2. Set the report options and record selection criteria.
3. Access the Email Report dialog. To open this dialog:
   • From the Reports tab, click Email on the Reporting toolbar to display the Email Report dialog.
   • From the Favorites tab, click Grid Options and select Email.
4. In the Recipient Options section, select the recipients who will receive the email with the attached report you are sending. You can collapse or expand this section by clicking or to the left of the section name. The options that display depend on your configuration and the application you are working in. For example, if you select Role, the list populates with all available security roles. After you select a role, all users within that role will receive the email or notification.

   After making a selection from this list, you can specify a different option to create a mixture of recipient records. For example, after specifying a Role and the associated recipients and applying the changes, you can go back and select Contacts and specify a number of contact records so there would be both defined roles and contacts who receive the email message or notification.

5. In the Email Recipient grid, select the email recipients that you want to include when sending the email report. . For example, on the Project Role Lookup, you can select a project role (Project Manager, Supervisor, Primary Contact) to include all email recipients in that role.
6. In the +TO, +CC, or +BCC fields, identify the individuals who will receive copies of the email message or notification. You can enter names in this field:
   • From the Select Attendees From option. For example, if you are using Reporting and select Contacts, the names of all specified contacts will display in this field.
   • By manually entering an email address for an individual who will receive the email or notification. To send to more than one person, enter all addresses and separate them by either commas, semicolons, or by pressing the spacebar on your keyboard.
7. Use the Message Options section to create and format a message to the email recipients about the email report, select a output type for the report, and preview the report before sending it.
8. The Subject field is autopopulated with the name of the report that you selected. For example, Project List Report or CRM Project Summary Report. You can also edit or add information to the subject field.
9. Enter the text for the message that will be sent whenever the email or notification is triggered. You can add text or field codes that act as placeholders for data. Click in the upper right of the memo field to enable the text editor for the Message memo field.
   • Regular Text: You can enter text directly in this field. To apply formatting to the text, click to open the Text Editor and use its options.
   • Field Codes: Click Insert Field to open the Insert Field dialog box and then select fields to insert from a list of all fields in the selected application. For each field, Vantagepoint inserts a code as a placeholder and when the email or notification is sent, the field codes are replaced with data from that field for that record.
10. Select the type of file to attach to the email. The allowed file types are: Adobe PDF, Rich Text Format (RTF), Microsoft Word Document, Microsoft Excel Spreadsheet, Tagged Image File Format (TIFF), and Comma-separated Values File (CSV), XML, HTML, HTML with link to report archive.
11. If the file type includes a link, the Archive Hours field displays. This is a number field with no decimals. You must schedule a report in order to archive it from this dialog. Vantagepoint displays a thousands separator according to the user's options. Enter 0 or greater. The default is 24.
12. Click Preview File to run and export the report to the selected format for the purpose of previewing the file.
13. Click Schedule Report to schedule the email for a later date or time. (This button is not available if you send the email from the Preview window.)
14. Click Send button to send the email message and close the dialog box.