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

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, 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, use option 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_10, 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 9 10 11
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/Description of supplier contact.

     != TRUE when user does not wish to send an email when printing the report online
Request for Order/Agreement Quotation E-mail address for the supplier contact Supplier ID Request number Name/Person ID of supplier contact. Site     Name/Description of supplier contact.      
Order/Agreement Quotation Rejection Letter E-mail address for the supplier contact Supplier ID Request number Name/Person ID of supplier contact. Site     Name/Description of supplier contact.      
Supplier Consignment Consumption E-mail address for the supplier contact Supplier ID Site Part number             != TRUE when user does not wish to send an email when printing the report online
Purchase Order Delivery Reminders E-mail address for the customer contact Supplier ID Site Name/Person ID of supplier contact from the purchase order. Purchase authorizer Purchase order number.   Name/Description of supplier contact. Line number of the purchase order. Release number from the purchase order line.  
Purchase Order Confirmation Reminders E-mail address for the customer contact Supplier ID Site Name/Person ID of supplier contact from the purchase order. Purchase authorizer Purchase order number.   Name/Description of supplier contact. Line number of the purchase order. Release number from the purchase order line.  
Confirmation of Customer Order E-mail address for the customer contact Customer ID Site Name/Person ID of customer contact. Name of the coordinator. Customer order number. Customer's purchase order number from the customer order. Name/Description of customer contact.     != TRUE when user does not wish to send an email when printing the report online
Invoice E-mail address for the customer contact Customer ID Site Name/Person ID of customer contact. Our reference from the invoice. Invoice number Customer's purchase order number from the customer order. Name/Description of customer contact.     != TRUE when user does not wish to send an email when printing the report online
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. Customer order number. Customer's purchase order number from the customer order. Name/Description of customer contact.     != TRUE when user does not wish to send an email when printing the report online
Order Quotation E-mail address for the customer contact Customer ID Site Name/Person ID of customer contact. Sales Quotation number. Request for Quotation number from the quotation.   Name/Description of customer contact.     != TRUE when user does not wish to send an email when printing the report online
Customer Order Delivery Note E-mail address for the customer contact Customer ID Site Name/Person ID of customer contact. Name of the coordinator. Customer order number. Customer's purchase order number from the customer order. Name/Description of customer contact.     != TRUE when user does not wish to send an email when printing the report online
Shipment Delivery Note E-mail address for the receiver reference Receiver ID Site Name/Person ID of receiver reference. Receiver Type Name of the sender reference. Shipment ID Name of receiver reference. Sender Type Sender ID != TRUE when user does not wish to send an email when printing the report online

Language Control

The language code is always passed in the event, so it is possible to define different e-mail messages depending on the language.

For example, if the suppliers language code is German (de), it is possible to give condition LANGUAGE_CODE =de and define the message text to be sent with the purchase order in German (de).

Mail Sender

Mail sender connector to be used to send the mail.

For example, MAIL_SENDER1 can be defined and configured as a mail sender connector in the Senders page (menu path: Solution Manager/Integration/IFS Connect/Setup IFS Connect/Senders). There are various scenarios where users want to specify which mail sender to be used when email event action is triggered. One such scenario is where they want some of the mails sent as text/plain and some as text/html.

Another scenario is where they want to change the mail server when sending some mails.

Add Url

This will add the URL to the mail body, which can be used to navigate to a particular page in IFS Cloud. You need to pass correct parameters as keys when defining the URL.

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

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

Verify the Event Set Up

Open Foundation1 Administration/Event Registry/Event Actions page 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 Information/Communication Method page. The communication method should be set as e-mail and have a valid e-mail address entered in the Value field.

To be able to add a contact to the email event, a supplier contact must have been added according to above or in one or several places mentioned in the hieratchy below.
Note: Supplier contact will be retrieved according to the hierarchy indicated below: (e.g., to purchase order, request or quotation).

1. Check for a contact under the relevant Address ID in Supplier/Address/General Address Information/Communication Method page.
2. If it is empty, use the Supplier Contact (for the relevant document address) on the Supplier/Address/Purchase Address Information page.
3. If that is empty, use the primary contact for the supplier address defined on the b>Supplier/Contact page by selecting the contact that has option Address Primary enabled.
4. If that is empty, use the primary contact for the supplier in general defined on the Supplier/Contact page by selecting the contact that has the option Primary Supplier enabled.

On the Supplier/Purchase/Print/Email page, the required option of E-mail Purchase Order should be enabled.

SSet 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/Communication Method. 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.

To be able to add a contact to the email event, a supplier contact must have been added according to above or in one or several places mentioned in the hieratchy below.
Note: Customer contact will be retrieved according to the below hierarchy.

1. Check for a contact under the relevant Address ID in Customer/Address/General Address Info/Communication Method page.
2. If that is empty, use the Customer Contact (for the relevant document address) in Customer/Address/Sales Address Information.
3. If it is empty, use the primary contact for the customer address defined in Customer/Contact page.
4. If that is empty, use the primary contact for the customer in general defined in Customer/Contact page.
5. If it is empty, use the value from the Reference field in page Customer/Sales/General.

In the Customer/Sales/Email page, the required toggle for the email options should be enabled.