Distribute a Report by Email

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.

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 DPS-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, DPS ignores that setting. If you want to print reports and email them to a distribution list, you must schedule two separate processes.

To send a report or report link with standard email:

1. On the Navigation menu, click Reporting and click the type of report.
2. To select the report, click anywhere in the grid row for that report. Both standard and favorite reports are listed in the Reports grid. Favorite reports have either Personal or Global in the Type column.
3. Set the report options and record selection criteria.
4. To display the Email Report dialog box, click Email on the Reporting toolbar or click Preview on the toolbar and then click .
5. If you click Email on the Reporting toolbar and the report is a project report, select an option from the Email menu. You can select a category of recipients, such as principals or project managers, or you can select To Specific Address. If you select a category of recipients, skip to step 7.
6. Enter the recipients' email addresses in To or click to use the Search for Addresses dialog box to find and select recipients.
7. In CC and BCC, enter or select the email addresses of those you want to receive copies of the email message and report.
8. DPS uses the report name as the message subject in Subject, but you can change it.
9. In File type, select the format for the report such as Adobe PDF or Microsoft Word.
10. In Message, enter the text of the email message. To format the message, click the pencil icon to launch the DPS Text Editor.
11. Select one of the following actions:
    • Click Schedule to schedule the email for a later date or time. (This button is not available if you send the email from the Preview window.)
    • Click Send to send the email message. DPS generates the report and either sends the report as an attachment to the email message or sends a link to the report in the message.
    • Click Cancel to close the dialog box without sending the message.