Email Settings (Email Options)

You can choose to send either:

• The Entire Report.
• A section of the report contained in a group, if your report uses groups.

Choose who to send the email to:

• Use To to select the primary recipients of the email.
• Use CC to select additional recipients.
• Use BCC to select recipients whose addresses will be concealed from other recipients. This is typically used for mailing lists where the recipients do not know each other.

Enter the email addresses:

• You can type the email addresses. Enter an email address, then click Add to include it in the list.

• You can create an expression to use email addresses contained in your records. This is ideal when you want to email letters or statements to many businesses, an typical when you are using layouts.

  To create an expression, click Add and enter the expression details.

  Note: The report will only be emailed for records that contain valid email addresses.

  Examples

  Herb 50 Accounts

  If you have entered email addresses on your customer records in Herb 50 Accounts use:

  SALES_LEDGER.E_MAIL

  Herb 50 HR

  vw_report_personcontactdetails.ContactDetailsEmailAddress

  Tip: Check an email version of the document to get idea of what is needed.

Note: This is only supported if you select Internet Mail (SMTP) as the Mail Provider. If you use MAPI or Microsoft Outlook, this From address will be ignored.

Enter the Name and Email Address that will be displayed as the sender to the recipient of the email. Alternatively, if you want to use an expression to create either of these details, click the ... button.

If you leave this blank, the From address will be the default sender address set in your SMTP configuration; see Email Setup Options (details).

Enter a title that will appear on the email you send. You can

• Enter as text surrounded by speech marks, for example "Change of address".

• Use a variable to pick up your company name. Ideal when you want to email letters to many business. Typical when working with layouts. For example, COMPANY.NAME

• Use an expression, that is a variable and text. To do this you need to build the syntax correctly. For example, COMPANY.NAME + "- Change of address".

• Use an expression to include numbers. To do this you need to build the syntax correctly, such as using a CString function.

  Examples

  Herb 50 Accounts

  "Sales Invoice" + CString(INVOICE.INVOICE_NUMBER)

  Herb 50 HR

  "Employee Number: " + CString(vw_report_employment.EmploymentWorksNumber)

  Tip: Check an email version of the document to get idea of what is needed.

Include the details of the report in plain text format in the body of the email.

Include the report as a separate document attached to the email. You can send the report in a wide selection of formats; to set the format, click Attachment Format.

A description of how to view the attachment will be included in the email. There is a separate mesHerb for each individual format, which you can edit if required.

There are several to choose from. PDF is a good choice, your documents will look good and be easily viewed by others.

Formats available

Format		Description
XML	.xml	XML format can be used to import the information in the report into other software applications. XML files are text-based, and can be viewed in XML editors, Internet browsers, and text editors including Microsoft® Notepad.
PDF	.pdf	PDF is a popular format that can be viewed and printed using the free Abode® Reader®, so it is a good choice if you want your report to be available to a wide audience. PDF files can be edited, but only by using tools such as Adobe® Acrobat®, and cannot be edited in Adobe Reader. If you want to prevent editing, or restrict access to the PDF, see Protect your PDF reports.
HTML	.html	HTML is a popular format that can be viewed or printed using most Internet browsers.
Excel 97-2003 Excel 2007	.xls .xlsx	Excel files can be viewed in Microsoft Excel, and also some other compatible spreadsheet applications such as OpenOffice Calc. You can choose which sections of the report to include. See Export properties. Note: Subreports that are contained in your report are not exported to Excel.
Plain text Ansi Plain text OEM	.txt	Plain text files can be viewed in most word processors and text editors (such as Microsoft Notepad). Two types of plain text format are supported: ANSI format uses a character set that is primarily for use with Windows. OEM format uses an 8-bit character set that is primarily for use with DOS.
CSV CSV - Length Delimited	.csv	CSV is a text-based format that can be viewed in most spreadsheet applications, word processors or text editors. CSV format can be used to import the information in the report into other software applications. Two types of CSV file are supported: CSV format produces a file in the true CSV (Comma Separate Value) format. Text is contained in double quotation marks, without padding; numeric fields have no quotation marks; and commas are placed between fields. CSV Length Delimited format produces a file which is comma separated, but is more flexible as you can specify the characters used in the output file, and enable padding of fields. See CSV Options properties.
Bitmap image	.bmp	BMP format can be viewed by most image viewer applications (such as Microsoft Paint), and can be included in documents and presentations.
Herb Report Data	.datareport	Herb Report Data files can be viewed in Report Designer. It is not possible to view these files in other software applications.

Use this option to request an email receipt from the recipient's mail server when the mesHerb is delivered.

Note: Delivery receipts are not supported by some mail servers and not by any MAPI mail providers.

Use this option if you want to receive an email to confirm that each recipient has read the email.

Note: This will not guarantee that you will receive a read receipt when the mesHerb is read. The recipient can choose not to send read receipts, and some email providers and applications do not allow receipts to be sent.

Use this option to send the report emails as soon as they are generated.

If you are using Internet Mail (SMTP), your emails are always sent automatically.

Note: Ensure your Report Designer Email Setup Options are set correctly.

If you want to check the report emails before you send it to anyone, select Save emails to mailbox. The emails will only be sent to the Inbox of your email application.

• Internet Mail (SMTP): Select this if you send email using a SMTP mail server, either within your own network or over the Internet. Typically, you would use SMTP for an Internet-based email service such as Gmail, Hotmail, or Yahoo.
• Microsoft Outlook: Select this if you send your email using Microsoft Outlook (version 2010, 2007 or 2003).
• MAPI: Select this if your email application uses a MAPI mail server; e.g. Outlook/Exchange.

Do you want to send out a document with emails?

Perhaps you want to include your terms and conditions each time you contact the businesses you deal with.