Email Merge Tab

While the Email tab lets you specify each individual recipient of a report, Email Merge works with the Directory database in the following ways:

• Uses the structure defined in the Directory database to create a list of recipients for a report

• Uses the settings you specified for users in the Security tab in the Directory database

• Uses the email addresses for people in the Directory database. Therefore, it is necessary to:

• • Specify email addresses in the Directory database if someone is to receive a report

  • Leave the "Exclude from auto-mail reports" check box de-selected when adding a person to the Directory database

  • Define access at the Organizational Access tab found on the Security tab in the Directory database

Click for more information on working with the Security tab.

In the middle of the screen are three drop-down list boxes used to specify the recipients of the report. The first list box contains a list of organizational levels that were set up when the Directory database was created.  Depending on the level the chosen from the first list, the second list box will display only the levels above the first selection.  The third list box will then contain the names of each organization level selected in the second box. For example, you can have each person (who has an e-mail address) in a department that is in a division level named Accounts Payable receive a report.

Note: The E-mail Merge tab will be made available only when creating an Organizational report or when any organizational field, Level 1 - Level 4 or Person is added as a header.

To work with the Email Merge tab, perform the following:

1. Select one of the delivery methods from the top of the Email Merge tab:

1. • Click the Deliver via Email option button to send the report in an email to the specified recipients

   • Click the Deliver via Report Portal option button to send an email to selected recipients informing them that a report has been generated. The email will contain a link that will send the recipient to the Report Portal where they can view the report.

Note: If you select the Deliver via Report Portal option, the Subject and Message text boxes as well as the Email Stored Messages Names list box are disabled.

Note: The Deliver via Report Portal option button appears only when the Report Portal option is installed.

Click for more information on the Report Portal.

2. From the Recipient list box, select the organization level that you assigned to the users in the directory.

3. From the Organization Level list box, select the organization level for the recipients that will receive the reports. For example, selecting “Organization” means you want all organizations within the “Recipient” level rather than a specific organization.

4. From the Organization Level Name list box, select the specific organization name.

Note: If you selected “Organization” from the Organization Level list box,  you can not select a specific organization from this list box.

5. Click the Combine All Reports For a Recipient Into One Report check box to consolidate several separate reports for a level into one report.

6. If the Combine All Reports For a Recipient Into One Report check box is left unchecked (default) an organization name can be put in the subject line (via the Replaceable Parameter list box as described below).

7. The Replaceable Parameter list box has selections for level names and level codes (default - blank). The following selections are available dependent on what is chosen in the Recipient list box:

• You can choose a replaceable parameter from the drop list and then click the Add button to put the choice in the subject line in brackets. E.g Monthly Summary for [Department Name].

• You can also put both the name and the code in the subject line. E.g.  [Department Name] -  [Department code] Monthly Summary

Note: Enter a topic of the report in the Subject text box. This is an optional field and has a maximum of 75 characters.

Note: The Subject text box is disabled if the Deliver via Report Portal option is selected.

8. Enter a message that will be attached to the report in the Message text box. This is an optional field and has a maximum of 255 characters. See below on how to include a message that's already created using the Email stored messages name list box.

Note: The Message text box is disabled if the Deliver via Report Portal option is selected.

9. Alternatively, you can select a previously created message from the Email Stored Messages Names list box that will be attached to the report. Click below for more information on creating and maintaining stored messages:

   • Create a Message

   • Edit a Message

   • Delete a Message

Note: If a report is to be delivered using the Report Portal, the message entered at the Report Portal Options dialog box will override the message specified at the Stored Message dialog box.

10. In the Name for Attached Report File text box, enter the file name of the report without specifying an extension. When you select a file export format from the adjacent list box, this will determine the extension added. The default file name is the saved name of the report. The only symbols allowed are alphanumeric characters, dashes, or hyphens.

11. From the Format for Attached Report File list box, select how you want the report formatted. The selected format determines the extension of the file name specified in the Name for Attached Report File text box.  The available formats are:

1. • PDF (default)

   • RTF

   • HTML

   • XLS (Excel '95 - 2003 - maximum of 65,000 records)

   Note: The XLS output format is only available in text reports. Reports that contain both text and graphics will not include the graphics portion of the report when generated. Reports that are exclusively graphics will not include the XLS option.

   • XLSX (Excel 2007 and newer - maximum of 2 million records)

   Note: The XLSX output format is only available in text reports. Graphical reports and reports that contain both text and graphics do not include the XLSX option.

   If you are working with an export design created in Report Designer, the following will apply:

   • This list box is labeled as "Format for attached export file"

   • The only format available is the one specified at the Formatting tab of Report Designer when the export design was created

12. Click the Date Time Stamp check box to have the date and time appended to the file name as:  FILENAMEYYMMDDHHMMSS (the specified file name, year, month, date, hour, minute, second).

13. Click the Clear Email Merge button to restore all settings you specified to the default settings.