Administrator Guide 2017
E-mail PDF Report (report screen)

E-mail a PDF version of the report creates a PDF version of the completed template and e-mails it according to the parameters entered entered here.

E-mail details

 What is contained in the e-mail itself, including Report processing variables and attachments.  Make the description quite specific for forward compatibility.

*Description A descriptive text to identify this item.  This may or may not be displayed on the report, job or device so be aware of how it may look to a customer or user.  It will also be the way in which the item to which it is attached will be identified within a list, both for setup/maintenance and when selected on a device or report list, so it will need to be specific.  For instance, it may be useful to use a date to differentiate between an old and a new version, or to use a location or customer name if a form or action is used solely for that purpose.
E-mail address to send report from

Enter the e-mail address to be shown as having sent the report e-mail. This will also be the e-mail address that any reply is sent to. This field allows “Report processing variables” and if no value is specified the default will be used.

This should be a valid SMTP e-mail address such as somebody@company.com. Note that you can enter multiple addresses, separated by semi-colons. This address will appear in the 'from' part of the e-mail.
Subject line of e-mail Enter the subject line for the e-mail. This field allows “Report processing variables”. If no value is specified the default will be used.
Text of e-mail Text can be entered here to appear in the body of the e-mail, including Report processing variables. However if an email template is attached this text will not be used.
E-mail template E-mail templates included in the HTML e-mail template list can be added here from a drop-down list. Click here to find out more on adding an item to the HTML e-mail template list.
Standard document to attach Documents included in the Standard Documents list can be added here. Click here to find out more on adding an item to the Standard Documents list.
Automatically send rather than requiring manual release (applies to systems with mail queues only) Some magic5 systems are set up with email queues (contact your magic5 expert for more details). If so, ticking this box will release your e-mails as soon as the defined report status has been reached. It is advised to test your system with this box unchecked until you are confident that the correct e-mails are being sent to the correct recipients.

Recipients

 Who is/are the main recipient(s) of this email and their email addresses.

E-mail address to send report to

Enter a specific e-mail address of the person you wish the e-mail and any attachments to be sent to. This should be a valid SMTP e-mail address such as somebody@company.com. Note that you can enter multiple addresses, separated by semi-colons.
E-mail all customer-wide contacts

magic5 allows contacts to be added to a customer rather than a location. These are called customer-wide contacts. If this option is selected then any and all customer-wide contacts for the customer will receive this email and any attachments.
E-mail all contacts for location Tick this box to send the e-mail and any attachments to ALL e-mail addresses for this location - ie a sub-set of of customers described above.
E-mail all addresses specified in 'E-mail Address' template items In the template there is an item type of ‘email address’ which allows a user to enter email addresses on the device. If you wish to this email to be sent to ALL this/these email address(es), tick this box.  Useful for one-off site visits initiated on the device, such as call-outs.
E-mail the user who completed the form

Select this option to send an e-mail and attachments to the address set up for the person currently logged onto the device. See Users for more details.
E-mail addresses specified in template items (enter 'unique names' separated by commas)

In the template there is an item type of ‘email address’ which allows a user to enter email addresses on the device. If you wish to this email to be sent to selected ones of this/these email address(es), enter the unique names here.  Useful when different email actions are going to different ad hoc email addresses.
E-mail contacts specified in template items (enter 'unique names' separated by commas)

Enter the unique name of a contact template item
E-mail contacts specified in job items (enter 'unique names' separated by commas)

Enter the unique name of items in the job that contain email addresses.
E-mail users specified in template items (enter 'unique names' separated by commas)

This text box allows usernames to be entered and their associated e-mail addresses will be used to send the e-mail. Enter the unique name(s) of the template item(s) where a user has been selected from a list and is to be emailed with this report. Separate multiples with commas.

E-mail the user that the form was forwarded to Select this option to send an e-mail and attachments to the address set up for the person to whom a form has been forwarded. See Users and Item Type - Forward form for more details.
E-mail all users set up for customer (with all locations)

Select this option to send an e-mail and attachments to the address set up for any user associated with the selected customer and ALL locations. See Users for setting this up.
E-mail all users set up for location

Select this option to send an e-mail and attachments to the address set up for any user associated with the selected customer and the selected location. See Users for setting this up.
E-mail user associated job was created by

If this job was initiated by another another user, they will be emailed if this box is ticked.
Restrict users to those in role

Selecting a user role here will override any of the user email directives above.  For example, if 'E-mail all users set up for location' has been ticked above and 'user - device only' selected here, none of the adminstrative staff associated with this customer's location will receive the email.
Only send to flagged contacts Both Customer-wide and Location contacts can be set up to have one or more flags (see Attachments for customer for more details). If the email is only to be sent to contacts with a particular flag then tick this box and chose those flags below.
Contact flag

Select a contact flag from the drop-down list.  See above for further information.
Contact flag (2)

Select a contact flag from the drop-down list.  See above for further information.

Attachments

 Details of the document(s) to be attached to this email.  The main attachment will be the PDF file containing the report, but additional files can also be attached.

E-mail attachment name (PDF file) Enter the name to be given to the attached pdf file. This field allows Report processing variables such as %@jobno%.pdf or %customer%date%.pdf or servicereport.pdf. If no value is specified the default will be used.
PDF format

By default, the “Standard” PDF format will be used here.  However if multiple PDF formats are available within the system, you can specify which of them is to be used for this e-mail.  For further information see Concepts - PDF documents.  To add formats to the available list, please contact magic5 support.
Maximum size for document (MB)
Incremental percentage reduction of photo quality when compressing
Include additional attachments of photos etc. separately within e-mail If you want to have photos as separate attachments then tick this box. For example if a report has 10 photos in it you may wish them to be attachments in the email as well as in the PDF. Alternatively you may wish to include additional supporting images would not appear in the report at all.
Prefix for additional attachment names

Prefix for the above attachments such as Reportphoto which would generate attachments named Reportphoto1, Reportphoto2, Reportphoto3, etc.
Attach access/read attachments

CC

Enter those who will receive copies of this e-mail. Any e-mail addresses entered here will be visible to all recipients - if you wish them to be hidden (for instance the recipient is receiving an in-house alert or copy and wishes to keep their e-mail private), use BCC (see below).

E-mail address to send report to

Enter a specific e-mail address of the person you wish the e-mail and any attachments to be sent to. This should be a valid SMTP e-mail address such as somebody@company.com. Note that you can enter multiple addresses, separated by semi-colons.
E-mail all customer-wide contacts

magic5 allows contacts to be added to a customer rather than a location. These are called customer-wide contacts. If this option is selected then any and all customer-wide contacts for the customer will receive this email and any attachments.
E-mail all contacts for location Tick this box to send the e-mail and any attachments to ALL e-mail addresses for this location - ie a sub-set of of customers described above.
E-mail all addresses specified in 'E-mail Address' template items In the template there is an item type of ‘email address’ which allows a user to enter email addresses on the device. If you wish to this email to be sent to ALL this/these email address(es), tick this box.  Useful for one-off site visits initiated on the device, such as call-outs.
E-mail the user who completed the form

Select this option to send an e-mail and attachments to the address set up for the person currently logged onto the device. See Users for more details.
E-mail addresses specified in template items (enter 'unique names' separated by commas)

In the template there is an item type of ‘email address’ which allows a user to enter email addresses on the device. If you wish to this email to be sent to selected ones of this/these email address(es), enter the unique names here.  Useful when different email actions are going to different ad hoc email addresses.
E-mail contacts specified in template items (enter 'unique names' separated by commas)

Enter the unique name of a contact template item
E-mail contacts specified in job items (enter 'unique names' separated by commas)

Enter the unique name of items in the job that contain email addresses.
E-mail users specified in template items (enter 'unique names' separated by commas)

This text box allows usernames to be entered and their associated e-mail addresses will be used to send the e-mail. Enter the unique name(s) of the template item(s) where a user has been selected from a list and is to be emailed with this report. Separate multiples with commas.

E-mail the user that the form was forwarded to Select this option to send an e-mail and attachments to the address set up for the person to whom a form has been forwarded. See Users and Item Type - Forward form for more details.
E-mail all users set up for customer (with all locations)

Select this option to send an e-mail and attachments to the address set up for any user associated with the selected customer and ALL locations. See Users for setting this up.
E-mail all users set up for location

Select this option to send an e-mail and attachments to the address set up for any user associated with the selected customer and the selected location. See Users for setting this up.
E-mail user associated job was created by

If this job was initiated by another another user, they will be emailed if this box is ticked.
Restrict users to those in role

Selecting a user role here will override any of the user email directives above.  For example, if 'E-mail all users set up for location' has been ticked above and 'user - device only' selected here, none of the adminstrative staff associated with this customer's location will receive the email.
Only send to flagged contacts Both Customer-wide and Location contacts can be set up to have one or more flags (see Attachments for customer for more details). If the email is only to be sent to contacts with a particular flag then tick this box and chose those flags below.
Contact flag

Select a contact flag from the drop-down list.  See above for further information.
Contact flag (2)

Select a contact flag from the drop-down list.  See above for further information.

BCC

Enter those who will receive copies of this e-mail. Any e-mail addresses entered here will NOT be visible to all recipients - if you wish them to be visible (for instance to clarify who has received a copy of the same information or for the sake of politeness), use CC (see above)

BCC address to send report to

Enter a specific e-mail address of the person you wish the e-mail and any attachments to be sent to. This should be a valid SMTP e-mail address such as somebody@company.com. Note that you can enter multiple addresses, separated by semi-colons.
BCC all customer-wide contacts

magic5 allows contacts to be added to a customer rather than a location. These are called customer-wide contacts. If this option is selected then any and all customer-wide contacts for the customer will receive this email and any attachments.
BCC all contacts for location Tick this box to send the e-mail and any attachments to ALL e-mail addresses for this location - ie a sub-set of of customers described above.
BCC all addresses specified in 'E-mail Address' template items In the template there is an item type of ‘email address’ which allows a user to enter email addresses on the device. If you wish to this email to be sent to ALL this/these email address(es), tick this box.  Useful for one-off site visits initiated on the device, such as call-outs.
BCC the user who completed the form

Select this option to send an e-mail and attachments to the address set up for the person currently logged onto the device. See Users for more details.
BCC addresses specified in template items (enter 'unique names' separated by commas)

In the template there is an item type of ‘email address’ which allows a user to enter email addresses on the device. If you wish to this email to be sent to selected ones of this/these email address(es), enter the unique names here.  Useful when different email actions are going to different ad hoc email addresses.
BCC contacts specified in template items (enter 'unique names' separated by commas)

Enter the unique name of a contact template item
BCC contacts specified in job items (enter 'unique names' separated by commas)

Enter the unique name of items in the job that contain email addresses.
BCC users specified in template items (enter 'unique names' separated by commas)

This text box allows usernames to be entered and their associated e-mail addresses will be used to send the e-mail. Enter the unique name(s) of the template item(s) where a user has been selected from a list and is to be emailed with this report. Separate multiples with commas.

BCC the user that the form was forwarded to Select this option to send an e-mail and attachments to the address set up for the person to whom a form has been forwarded. See Users and Item Type - Forward form for more details.
BCC all users set up for customer (with all locations)

Select this option to send an e-mail and attachments to the address set up for any user associated with the selected customer and ALL locations. See Users for setting this up.
BCC all users set up for location

Select this option to send an e-mail and attachments to the address set up for any user associated with the selected customer and the selected location. See Users for setting this up.
BCC user associated job was created by

If this job was initiated by another another user, they will be emailed if this box is ticked.
Restrict users to those in role

Selecting a user role here will override any of the user email directives above.  For example, if 'E-mail all users set up for location' has been ticked above and 'user - device only' selected here, none of the adminstrative staff associated with this customer's location will receive the email.
Only send to flagged contacts Both Customer-wide and Location contacts can be set up to have one or more flags (see Attachments for customer for more details). If the email is only to be sent to contacts with a particular flag then tick this box and chose those flags below.
Contact flag

Select a contact flag from the drop-down list.  See above for further information.
Contact flag (2)

Select a contact flag from the drop-down list.  See above for further information.

Report status

 Select a new status for the report after this action.

Status to update report to

Select which status the report should be moved to once this action has been taken.
See Also

Concepts

Concepts - PDFs

Advanced

HTML e-mail templates

Templates

Template
Template action