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/Connect has to be installed.
MAIL_SENDER connector has to be configured properly .

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.

When the PDF_REPORT_CREATED event is triggered from an automatic order flow, it might happen that there is no E-mail address set-up or that no mail shall be sent to the receiver for the specific report. If that is the case PDF_PARAMETER_1 has no value and when the event action is triggered it will result in an application message with status Failed. This can be avoided by adding a condition for PDF_PARAMETER_1 saying that the parameter must have a value for the event action to be triggered (PDF_PARAMETER_1 = %).

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.

Report	PDF_PARAMETER
	1	2	3	4	5	6	7	8
Purchase Order	E-mail address for the supplier contact	Supplier ID	Site	Name/Person ID of supplier contact.	Name of the coordinator from the purchase order.	Order number from the purchase order.		Name of supplier contact.
Request for Order/Agreement Quotation	E-mail address for the supplier contact	Supplier ID	Request number	Name/Person ID of supplier contact.				Name of supplier contact.
Order/Agreement Quotation Rejection Letter	E-mail address for the supplier contact	Supplier ID	Quotation number	Name/Person ID of supplier contact.				Name of supplier contact.
Supplier Consignment Consumption	E-mail address for the supplier contact	Supplier ID	Site	Part number
Confirmation of Customer Order	E-mail address for the customer contact	Customer ID	Site	Name/Person ID of customer contact.	Name of the coordinator from the customer order.	Order number from the customer order.	Customer's purchase order number from the customer order.	Name of customer contact.
Invoice	E-mail address for the customer contact	Customer ID	Site	Name/Person ID of customer contact.	Our reference from the invoice.	Invoice number from customer invoice.	Customer's purchase order number from the customer order.	Name of customer contact.
Pro Forma Invoice	E-mail address for the customer contact	Customer ID	Site	Name/Person ID of customer contact.	Name of the coordinator from the customer order.	Order number from the customer order.	Customer's purchase order number from the customer order.	Name of customer contact.
Order Quotation	E-mail address for the customer contact	Customer ID	Site	Name/Person ID of customer contact.	Quotation number from the quotation	Customer's RFQ number from the quotation.		Name of customer contact.

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 on the 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 on the Supplier/Address/Purchase Address Info tab, or defined as a primary contact for supplier address or the primary contact for the supplier in general on the Supplier/Contact tab.

Note: Supplier contact will be retrieved according to the hierarchy indicated below: (e.g., to purchase order, request or quotation).

1. Look in the supplier contact on the Supplier/Address/Purchase Address Info tab
2. If it is empty, take the primary contact for the supplier address defined on the Supplier/Contact tab by selecting the Address Primary check box.
3. If that is empty, take the primary contact for the supplier in general defined on the Supplier/Contact tab by selecting the Primary Supplier check box.

On 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 on the 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 or defined as a primary contact for customer address or the primary contact for the customer in general on the Customer/Contact tab or defined as a reference on the Customer/Order/General tab.

Note: Customer contact will be retrieved according to the below hierarchy.

1. Look at the Customer/Address/Order Info tab for the document address.
2. If it is empty, take the primary contact for the customer address defined on the Customer/Contact tab.
3. If that is empty, take the primary contact for the customer in general defined on the Customer/Contact tab.
4. If it is empty, then it takes the value from the Reference field on the Customer/Order/General tab.

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