Report Designer - Emailing reports and layouts, MAPI compliance and error code 2

You can use Report Designer to email reports, layouts, letters and labels. You can email reports or layouts to groups of customers or employees, and set the email option to pick up an email address you have entered in your data.

MAPI compliant email software

MAPI (Messaging Application Program Interface) is a language used by other software to instruct email software to send emails. Any email software that uses this language is MAPI compliant. Report Designer links to the default email software set in Internet Options, and to transfer the email to this software, it must be MAPI compliant, for example Microsoft Outlook. The email option is tested with Microsoft Outlook 2000 to Microsoft Outlook 2007.

If your default email software is not MAPI compliant, when you try to email a report one of the following messages appears:

'The report could not be sent, please check your email program. The error code reported was 2.'

'One of the messages produced by the report could not be saved to your mailbox.'

To check your default email software

To add email details to a document

From the main window, select the required module then click the option containing your document, for example Reports.
Select the required document, then to open it in Report Designer, click Edit.
Open the Format menu, choose E-mail then click To. Complete the E-mail Addresses window as required, then click OK. The following options are available:

To add individual addresses, type the email address into the first Addresses box then click Add.
To add email addresses already entered within your software, from the Variables area, select the relevant table and variable then click Add.

If required, to set up Cc addresses, click Cc. Complete the Cc information as required, then click OK. The following options are available:
- To add individual addresses, type the email address into the first Addresses box then click Add.
- To add email addresses already entered within your software, from the Variables area, select the relevant table and variable then click Add.
To enter the subject text, click Subject. Complete the E-mail Subject window as required, then click OK. The following options are available:
- To enter text, enter the required details into the Subject Text box.
- To add information already entered within your software, from the Variables area select the relevant table and variable then click Insert.

To specify the format in which the document is to be sent, select from the following options:

Send the report as plain text

To send the report as a plain text email with no formatting, select this option.

Send the report as attachment

To send the report as an attachment on the email, select this option then select from the following options:

HTML (Browser) format - To send the report attachment in HTML format, select this option. This file can be viewed using an Internet browser, for example Internet Explorer or Firefox. This format displays any template linked to the report or layout.
HTML (Word) format - To send the report attachment in HTML format, which can be viewed using an Internet browser such as Internet Explorer or Firefox, select this option.
PDF (Adobe Acrobat) format - To send the report in PDF format, select this option.

TIP: If you use a customised layout which includes an image, to ensure the image appears correctly you should use the PDF format.

From the E-mail message should contain drop-down list, choose one of the following options:

The whole report	To send the whole report to all email addresses which appear in the To... and Cc... boxes, select this option. For example, if you choose this option and send a batch of invoices, all email addresses will receive all selected invoices. We do not recommend this option for sensitive information.
Group	To send only the information contained in the selected group to the email recipients, select this option.

To specify how your emails are sent, from the E-mail Settings window select of the following options:

Send e-mails automatically	To send the email automatically when you run the report or layout, select this option. Note: We advise you to not use this option initially as it does not give you the option to check them first.
Save e-mails to mailbox	To save the email to your email inbox so you can check it before sending, select this option. We recommend this option if you are setting up email for the first time or for sensitive information.

To attach a document to your email from outside your software, from the E-mail Settings window click the E-mail attachments tab, then complete the E-mail Attachments window as follows:
- To add an attachment, click Add File(s), then from the Add Attachment File(s) window browse to and select the file to be added, then click Add.
- To remove an attachment, select the attachment from the Attached Files list box, then click Remove. When the confirmation message appears, to remove the attachment click Yes, to cancel click No.
- To change the order in which the attachments appear on the email, select the attachment and use the Change Order buttons.
To accept all of the email information and return to the Report Designer window, click OK or to exit without saving, click Cancel.
To change the description of your document, open the Tools menu, choose Options then click the Document tab. In the Description box, enter your preferred description then click OK.
To save the changes, open the File menu, choose Save As, then enter a file name for your amended document.
To confirm the location and details of your amended document, click Save, then to close the Report Designer, open the File menu and choose Exit.

You have now set up the email settings for your document.

To send a document to email

Browse to and select the required document, then from the drop-down list to the right of Generate Report choose e-Mail and click Generate Report.
If required, enter any relevant criteria then click OK.

NOTE: If the E-mail option is selected when previewing a report or layout, it does not adopt the settings set within the Report Designer outlined above. To use these options, you must run the document directly to email.

You have now emailed your document.

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