Email-PDF to Me

TABLE OF CONTENTS:

Summary

Do you or do any of your users print forms and reports out of AGRIS, scan them, and then email the scan file to others? If so, the new "Email PDF to Me" feature in AGRIS 10.1.2 will simplify the process and reduce time spent emailing AGRIS forms or reports. 

The new, standard feature allows you to setup email addresses for AGRIS users so that users can email forms and reports to themselves and then forward the email with the attached forms or reports (as a PDF attachment) to the applicable parties. The forms and reports are PDF Once setup, the Printer output screen will have option "8=Email PDF To Me" 

Basic Rules

1. The system will trigger to send automatically to email...no waiting in a spool to trigger the email. 

2. TXT output will create a PDF as the result. 

3. All Email PDF to Me of forms are also enabled to be captured and stored following AttachToo document management rules just like printing of the form. 

4. Option 8 - Email PDF to Current User is only available on output device screen when the current AGRIS user has an assigned system security e-mail address. 

5. Email is not sent to the user when running report streams, running a remote AGRIS session, or current user does not have an assigned e-mail address.  

6. When running a report stream and default output is Option 8, report output will be sent to the AGRIS report spool. 

7. The default email body htm files are located in Packages\Sys folder.  File names are EmailBodyToUser.htm (form) and EmailReportBodyToUser.htm (report).

8. The Form email summary line will show Form Identifier and Document #.  The Report email summary line will show Report Title. 

9. When possible, Form email body will include Form Identifier, Document Number, Name Id, Name Description, and Name Id's email. In one case, printing multiple invoices on a text based form, all invoices print on the same document. As a result, the email body will not contain the listed information. 

10. The Report email body will contain the Report Title. 

11. Email's From and To email address will be the current AGRIS user's email address. 

Setup and Configuration Steps

1) Set up user e-mail address in System Security User table 

Navigation:  Customize > System Security > Select applicable User > Continue > 1) General Information > Select 

Open

Enter the applicable email address and select Ok > 11) Save / Exit.

System Security Business Rules 

• Same email address can be assigned to different users 

• Email address is not encrypted 

• Edit email address is not available during Multiple User edit 

• Copy From Another User - Email address will be overwritten in destination user 

• Copy To Another Dataset - If source user exists in destination dataset, Email address will be overwritten 

• Group User - Email address is used if AGRIS user logs in as Group User 

• Group User - Logged in AGRIS User's email address is used even if AGRIS user is linked to a Group User 

• Add e-mail address to system security listing report 

2) Set up EMail configuration settings in Email Forms/Reports Maintenance 

NOTE:  You may skip this step if you are already using either the Email Forms (#12) or the Email Reports (#16) extended options in System Support.

• The Email Forms extended option allows for the ability to automatically distribute graphical documents/forms to email addresses setup in Name and Address for the applicable Name, using the Forms Spool, including A/R (bookings, statements, payment receipts, and invoices) and Commodity (contracts, tickets, delivery sheets, settlements, commodity generated invoices, and warehouse receipts).  It includes the ability to publish encrypted PDFs ensures data integrity and security.

• The Email Reports extended option allows automatic emailing of Text-based Report Writer reports and graphic Advanced reports sent when the report is run.  It also allows graphical and text based report writer output files to be appended together and allows the PDF file name to remain the same as the output text file.  An email is sent upon report completion, based on the email setup configuration (text based and graphic reports).  Reports will not need to be sent to the Report Spool in order for the system to email the report once it is completed.

Navigation 

Maintenance > Email Forms Maintenance (or Email Reports Maintenance) > Setup

Open

Type:

• The outgoing server SMTP address in the SMTP Host field.

• The username assigned to this host in the Host Username field.

• The name of your host in the Host Domain field.

• Your name and/or department in the Default "From" Email Address field.

Click OK.

System Security Business Rules

• Email Forms (#12) and Email reports (16) extended option control is removed from Email Forms/Reports Maintenance menu options. Menu options are available depending on user security setting. 

• When running Email Forms or Reports menu and associated extended option is off, user only has access to EMail Setup form.  No access is given to maintaining forms/reports to email configuration. 

3) Admin sets Report Output Default to Email to current user 

Navigation 

• Option 8 - Email to Current User to Customize -> Report Output Defaults 

4) Admin sets output defaults during Forms or Reports design 

• The Forms designer and Report designer will allow you to set option 8 (= Email PDF to Me) as a default output. 

• Customize report output defaults is updated to support Email PDF to Me. 

• Add Option 8 - Email to Current User Forms Manager menu options 

• Add Option 8 to Print Output when printing text based form from Form Manager 

• Add Option 8 - Email to Current User Report Manager menu options 

Example:  Accounts Receivable Cash Receipt

Example:  A / R Payments Report

Using the Feature

At time of print of a form or report there is an option 8 (Email PDF to Me <name@company.com> from step 1 if fits area email to me if it is too long). 

Example:  Accounts Receivable Printing Cash Receipt

Example:  Printing Name/Address Report