Email reports

Introduction

All reports can be generated and sent by email. By reports we mean:

Reports: Detailing information about your business. Typically you will want to email the whole report.
Layouts: Typically statements, invoices, sales and purchase orders. Here you email many documents to different businesses/individuals.
Letters: Just like a mail merge that uses information from your business records, such as contact addresses, to create professional business letters.

You can also attach other documents to the email such as spreadsheets or graphs.

Report Designer works with Microsoft Outlook and Internet email services such as Google Mail. Before you start to email reports, we recommend you take a look at your Email Setup Options and select your preferred email method, then do a test to make sure it works.

How it works

Email settings for a report are set using the Email Options properties, which control how the generated information is sent by email.

Most reports and layout have basic email settings. When you email a report an email opens with the whole report attached and ready to send. This may be fine for some documents but not for others.

For example, imagine a standard letter layout that generates a lot of individual business letters. This might be fine to print and then post individually, but you wouldn't want to email the entire report. This is why there are email versions of your layouts, so you can:

Split the generated information into individual business documents.

Use email addresses from your records and add a title to the email.

Choose the file format of the document, such as PDF or HTML.

Control whether emails are sent as soon as they are generated, or saved to your mailbox for to send later (which is the default).

We recommend setting up email settings if you answer 'no' to either question:

Is the report a one off to one person?

Does an existing report/layout split and email information the way you want?

You can

Use the reports and layouts provided with Report Designer to quickly get started.
Create your own email settings for a report or layout, if the default settings aren't right for you.

How to

Email a report to one person or several

Choose to email the report form your main Herb software. When prompted, click Yes to confirm you want to proceed without email options (email settings). Select the email Provider and then the Format you want from the drop-downs and click OK. When the email opens enter a title and the email addresses of the recipients and then click Send.

Alternatively, you can do this in Report Designer, choose File > Email > Send as Attachment.

Email letters or layouts (e.g. statements) to businesses/individuals

Choose the email version of the layout you want to use from your main Herb software. When you choose to email the letters or layout, email mesHerbs are sent to your Inbox ready to be sent.

Alternatively, you can do this in Report Designer, choose File > Email > Send with Current Settings.

Break up information to email individual businesses, but I don't have an email version that does this.

You need to enter email settings for the report.

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