Setting email distribution options for a recipient on a distribution list

Optionally, you can choose to distribute the report via email for a recipient on a distribution list when the report is printed. You can specify email distribution options on the Configure Print and Email panel.

The email address associated with a recipient must be specified in the Recipient Details panel. For more information, see Creating a recipient ID.

To specify email distribution options for a recipient on a distribution list

  1. From the Output Manager main menu, choose option A, Administrative Functions, and press Enter.
  2. From the Administrative Functions menu, choose option D, Distribution Lists, and press Enter. The Distribution Lists panel is displayed.
  3. In the CMD column, type S (Select) next to the distribution list that contains the recipient for which you want to specify email distribution options and press Enter.
  4. On the Distribution List panel, type the C (Configure print and email) line command next to the recipient name, and press Enter.
  5. In the Email field of the Set Print Configuration panel, type YES or NO to specify whether or not to send the recipient an email distribution of the report. If you specify YES, when the report is printed an email will be sent to the recipient according to the email options you specify on this panel at the email address specified in the Recipient Details panel.
    If an email address is not defined for the recipient (in the Recipient Details panel), an error message is displayed.
  6. The options specified in the In Message Body section of the Configure Print and Email panel determine what will be included in the body of the email message when the Email option is set to YES and the report is printed. In this section, specify a value in any of the following fields for the recipient:
    As URL
    Specify YES or NO to determine whether or not to include a link to the report in the body of the email.
    As Message text
    Specify YES or NO to determine whether or not the report itself is included in the body of the email.
    • Text Type: Specify the text type to be used when the report is included in the email (when the As Message text field is set to YES). The only valid value is PLAIN.
    • Formatted view: The name of the formatted view used when the text of the report is to be included in the body of the email. To choose, view, or delete this formatted view, use the Formatted View for Message Text options of the LINK menu.
  7. The options in the In Attachment section of the Configure Print and Email panel determine if the email includes an attachment of the report when the Email option is set to YES. In this section of the Configure Print and Email panel, specify a value in any of the following fields for the recipient:
    As attachment
    Specify YES or NO to determine whether or not the report is included as an attachment to the email.
    • Attachment Type: Specify the type of attachment to be included with the email. Valid values include:
      • TEXT: A .txt file of the report is included as an attachment to the email.
      • PDF: A PDF version of the report is included as an attachment to the email.
    • Formatted view: The name of the formatted view used when the text of the report is to be included as an attachment to the email. To choose, view, or delete this formatted view, use the Formatted View for Attachment Text options of the LINK menu.
  8. Press Enter. The Distribution List panel is redisplayed.
  9. Press F3.