You can send a report as a file attached to a standard email message, or you can send a link to an archived report in an email message. You can email a report from either the Reporting application or from the report's preview window. If you email from the report preview, you have an option to send emails to specific individuals or roles.
With standard email messages,
Vantagepoint sends the message to a role or individual. All other recipients receive copies of the same email message, rather than separate messages.
You can schedule the email message to occur at another time. However, if you schedule an email message 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 or
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.
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In the Navigation pane, select
.
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On the Reports tab of the Reporting form, select the type of report.
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On the form specific to the type of report, set options to define the layout, formats, and records included.
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To access the Email Report dialog box, do one of the following:
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On the Actions bar of a specific report form, click
Email.
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On the Favorites tab of the Reporting form, click a specific report row to display
Grid Options, and then select
Email.
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In the
Select Attendees From field on the Email Report dialog box, select a record type.
The options that display depend on the application for which you are reporting. For example, if you select
Role, the list populates with all available security roles. After you select a role, all users in that role receive the email message or notification.
To create a mix of recipients, you can specify a second option in this field. For example, after you specify a security role and select recipients, you can also select
Contacts and specify a number of contact records; both members of the security roles and the contacts that you specify will receive the email message or notification. There is one exception: if you select a lookup field, then you can only include one lookup field in the
+TO,
+CC, or
+BCC fields and no other options.
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In the recipients grid, which is labeled according to the setting in the
Select Attendees From field, select the email recipients and then click the
+TO,
+CC, or
+BCC link for each one.
To send to more than one person, enter all email addresses and separate them by commas, semicolons, or spaces. You can either use the
Select Attendees From list to select email recipients or manually enter email addresses in the
+TO,
+CC, or
+BCC fields.
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The
Subject field is autopopulated with the name of the report that you selected, but you can edit this text.
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In
Message, enter the text to be sent whenever this email is triggered.
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In
File Type, 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, and HTML with link to report archive.
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If the file type includes a link, the
Archive Hours field displays and you enter
0 or greater to indicate the number of hours that the report should be saved as an archive.
You must schedule a report in order to archive it from this dialog box. When the report's archive hours end,
Vantagepoint deletes the report.
- Optional:
Click
Preview File to generate and preview the report.
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Click
Send.