Sending reports and documents via email

You can send any of your reports or documents via email. You can:

Send reports or documents to a one-off recipient.

If you have not entered any email options for the document or report in Report Designer, this creates a new email message with the report attached.

Send documents and reports to specified email recipients each time you print a report or document.

You can enter the email addresses of the intended recipients, or you can set up the documents and reports so that they are sent to customer or supplier contacts. For example, you can set up your invoices so that you can automatically email them to a preferred customer contact.

To do this you must set up the email options in Report Designer for each report or document that you want to send via email.

We have provided a number of examples of how to set up your email options for different document types. All these examples show you how to set up a document so that it can be emailed to specific supplier or customer contacts. You can use a similar approach for all your documents and reports.

Note: If you are accessing the spooler workspace in a browser, you cannot email reports and documents to specified customer and supplier contacts that you have set up using the email options in Report Designer.

See how to set up email options in Report Designer

Open the report or document in Report Designer. Set up the email options for each report or document that you want to send via email:

Open: Properties > Email Options.

Report should contain

Select the relevant section from the drop-down list.

To send a report or document to individual customers and suppliers, select the section that contains the header information.

You can enter separate email addresses here or you can use an expression to send reports, letters and documents to customer contacts.

For example, to send a document to customer contacts, select the expression SLCustomerAccounts.ContactEmailAddress.

Subject

You can enter the subject as text if the subject is the same for all email messages, or you can add an expression to include specific information such as your company name or the invoice number.

Send the Report as Plain Text

This uses the report layout as the main message body of the email.

If you want to send the report as plain text, you may have to amend the layout to make it suitable for an email message, as the layout is designed for printed output.

Note: Some layouts contain text that is designed to be read by a 3rd party document management add on available for Sage 200. This text is not designed to be printed but will appear when the document is sent as plain text. You may want remove this if you are sending your emails as plain text.

Send the Report as an attachment

Select this to add the report, letter or document as an attachment.

Enter the required message text.
Select the required Attachment Format.
Enter the required Filename. This can be entered as an expression if you want to include information such as your company name or the document number.

Send emails immediately

Select this to send the email directly to the email recipients entered above when the report is run.

Save emails to mailbox

Select this to send the email messages to your Outbox when the report is run. You can then check the email messages are correct before sending to the recipients entered above.

Mail Provider

Select the email account that you want to sue for this report or document.

Microsoft Outlook

Select this if you are using Microsoft Outlook 2003, 2007 or 2010.

SMTP

Select this if you send email using an SMTP provider such as Hotmail, Gmail or Yahoo Mail.

MAPI

Select this if your email application uses a MAPI (Outlook / Exchange) mail server.

Note: You can set up a default email provider for all reports in Report Designer > Tools > Options | Email Setup.