Special report set-up configuration techniques

You can define a report that has an email message and subject, but which doesn’t actually have a PDF attached. Use this when you want to have a report that acts as an email message or reminder of when a record has been updated. Do this by setting the Report file field to <NO REPORT>.

Include the customised attachment name at the end of the Report name field using #[<name>]# format. Note that the record ID will still be included at the end of the customised attachment name. Here’s an example:

When generated, this will attach a PDF called Sales order confirmation-1234.pdf, where 1234 is the sales order number.

The default email subject and message text for any report when these fields have been left empty in the report definition is as follows:

Subject

<Function name> [# <Record number> | report] from <Trading name>

Example: Sales order #2287 from Orange Circle Enterprises

Example: Customer report from Orange Circle Enterprises

Message

Please find attached <Function name> from <Trading name>

Example: Please find attached Sales order from Orange Circle Enterprises

However, you can put in your own message and subject using plain text. This text can also include special tags that are substituted as follows:

#[SENDER]#	Trading name specified in the system preferences
#[RECORD]#	ID of the record being output (e.g: Sales order number)
#[USERID]#	ID of the current user
#[USERNAME]#	Full name of the current user
#[INCLUDE <id>]#	Include the text from search with ID of <id>. E.g. #[INCLUDE 1100235]#

Ensure that you only expose data that you intend to use in this technique and thoroughly test your query to ensure it is correct.

A report can be added to the Report menu of a search (which then allows that report to be run against any line generated from the search) using the following tag in the search column: \LX, where X is a function number. This will add the following reports to the report menu.

[Reports available to be run against each selected COLUMN NAME]

Below this header, every report assigned to function X and set as “Display in form” is added. Note: If multiple columns exist for function \LX, the header and report will still only be added once.

Using the column tag \SRY, you can specify the ID of a report to be added to the search menu. If the report has already been added to the menu above, it is ignored. If it has not been added, a new header is added to the menu.

[Other reports to be run against each selected record]

Below this header, the report is added. Note: If multiple \SR links are found, the header is only added once and all required report sit below it.