E-Mail Reports

Use this function to send a report as an attached Portable Document File (PDF). This document will explain how to configure IFS/Admin, IFS/Purchasing and IFS/Customer Orders to enable this functionality.

Set Up in IFS/Deployment Administrator

General

IFS/Print Server and IFS/Connect has to be installed.
Print Server Archiving has to be enabled.

Set Up the Event

The PDF_REPORT_CREATED event is used to control the mail format, and the report to be attached.

An action with type E-Mail must have been created for the PDF_REPORT_CREATED event.

The action details have to be defined.

To ensure that the event action is triggered for the specific report type only, make sure that the REPORT_TITLE condition is equal to the report title.
Note: Without this condition, IFS/Connect will try to send this e-mail each time any PDF file is created.

To attach a PDF file to the mail, click Attach when defining the action, and enter &PDF_FILE as the file name. This will cause IFS/Connect to attach the PDF file that will be created to the e-mail.

Enter &REPLY_TO_USER in the From User field to use the user's e-mail address as the reply-to address in the e-mail. This will make it possible e.g. for the supplier/customer to reply to the purchase/customer order coordinator respectively. The purchase/customer order coordinator's e-mail address will be retrieved from what is specified for the coordinator in User–Details.

The PDF_REPORT_CREATED event must be enabled.

For IFS/Purchasing and IFS/Customer Orders, the following information is passed in the event parameters PDF_PARAMETER_1 through PDF_PARAMETER_7, which can be used to format the mail message that is sent to the supplier or customer.

PARAMETER	Purchase Order	Request for Order/Agreement Quotation	Order/Agreement Quotation Rejection Letter	Supplier Consignment Consumption	Confirmation of Customer Order	Invoice	Pro Forma Invoice	Order Quotation
PDF_PARAMETER_1	E-mail address for the supplier contact	E-mail address for the supplier contact	E-mail address for the supplier contact	E-mail address for the supplier contact	E-mail address for the customer contact	E-mail address for the customer contact	E-mail address for the customer contact	E-mail address for the customer contact
PDF_PARAMETER_2	Supplier ID	Supplier ID	Supplier ID	Supplier ID	Customer ID	Customer ID	Customer ID	Customer ID
PDF_PARAMETER_3	Site	Request number	Quotation number	Site	Site	Site	Site	Site
PDF_PARAMETER_4	Supplier contact from the purchase order.	Supplier contact from the request	Supplier contact from the quotation	Part number	Customer contact from the customer order	Customer contact from the customer order	Customer contact from the customer order	Customer contact from the quotation
PDF_PARAMETER_5	Name of the coordinator from the purchase order.				Name of the coordinator from the customer order	Our reference from the invoice	Name of the coordinator from the customer order	Quotation number from the quotation
PDF_PARAMETER_6	Order number from the purchase order				Order number from the customer order	Invoice number from the customer invoice	Order number from the customer order	Customer's RFQ number from the quotation
PDF_PARAMETER_7					Customer's purchase order number from the customer order	Customer's purchase order number from the customer order	Customer's purchase order number from the customer order

Language Control

The language code is always passed in the event, so it is possible to define different e-mail messages depending on the supplier's language. If, for example, the language code is de, the text in the mail should appear in German.

To create language dependant messages, use the LANGUAGE_CODE condition when creating the event actions. Enter message text corresponding to the language code used.
Note: The REPORT_TITLE value should be specified in German, as spelled in the Order Report dialog box.

Example on How to Set Up the Event for Sending a Purchase Order

Open the Event Action window and search for the PDF_REPORT_CREATED event.
Select the record and right-click Show Details option.
The New Event Action window will open. Select E-mail in the action type.
Enter an event action description in the Action Description field.
In the Action Detail window enter the following values:

Field	Value
To:	&PDF_PARAMETER_1
From User:	&REPLY_TO_USER
Subject:	Notification of Purchase
Message:	Dear &PDF_PARAMETER_4, The attached file is a purchase order we would like to place. Regards, &PDF_PARAMETER_5

Click Attach files icon. The Mail Attachment dialog box will open.
Enter &PDF_FILE in the File Name field. Click OK to return to the Mail Message dialog box.
Click OK to close the Mail Message dialog box.
Enable the action by selecting the Enabled check box in the header.
Save.

Verify the Event Set Up

Open Foundation1 Administration/Event Registry/Event Actions window and search for the PDF_REPORT_CREATED event.
Check both the Parameters and Conditions tabs.

Set Up in IFS/Purchasing

The supplier contact used must have an e-mail communication method for the address entered in Supplier/Address/General Address Info tab.

The communication method should use e-mail as the communication method and have a valid e-mail address entered in the Value field. The same supplier contact name should be given as the Suppliers Contact in the Supplier/Address/Purchase Address Info tab.

In the Supplier/Purchase/Misc Supplier Info tab, the required check boxes in the E-mail area should be selected.

Set Up in IFS/Customer Orders

The customer contact used must have an e-mail communication method for the address entered in Customer/Address/General Address Info tab.

In the Comm. Method area, the communication method should be set to E-mail and the receiver's e-mail address must be specified in the Value field for the respective customer name. The same customer name should be given in the Customer Contact field of the Customer/Address/Order Address Info tab.

In the Customer/Order/Misc Customer Info tab, the required check boxes in the E-mail area should be selected.