> Reports and documents / Sending reports and documents via email. / Example: Set up despatch notes to send via email

Set up despatch notes to send via email

Set up your despatch note layout in Report Designer

Open: Report Designer > Report Designer.

  1. Select your despatch note layout: File Explorer > Layouts.

  2. From the Properties Pane, select Email options and click .
  3. Enter your email options:

    1. From the Email message should contain: drop-down list, choose the group that matches the header section of the despatch note layout.

      For the SOP despatch note (Single ) layout, select the group that contains the SOPDespatchReceiptID. This can be Group 4, 5 or 6 as these are all headers for the despatch note.

    2. Click To..., and enter the required recipients. To send your despatch notes to your customer account contacts or delivery address contact, this must be entered as an expression.

    3. If required, click CC... to enter the recipients for a copy of the email.

      These can be entered as text or as an expression. For example, if you wanted to send the despatch note to the delivery address and a copy to the specified customer contact.

    4. Enter a Subject for the email:

      This can be entered as text or you can use an expression to include information such as your company name and the despatch note number.

    5. Choose whether to send the report as plain text or as an attachment.

    6. Choose whether to send the despatch notes via email straight away or to your outbox for checking before sending to email recipients.
    7. Choose your email account provider.

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

      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.

  4. To save the new despatch note layout, select File > Save As.

    When you change a default layout, letter or report, you must save the new layout, letter or report in the custom or company folder.

Set up your customer contacts and delivery addresses

  1. Choose to use the new order despatch layout.

  2. If you want to email your despatch notes to a customer account contact, you must associate a customer role with the Sales despatch note document type.

  3. If you want to send your despatch notes to the email recipient at the delivery address, make sure that you have entered an email address for each delivery address.

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