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Sage 200 Report Designer - How to email reports and layouts

In Sage 200, you can send reports and layouts by email through Microsoft Outlook or webmail. You can send reports and enter an email address at the point of generating the report, for example, when emailing a one off report to a colleague. Alternatively, you can set up documents to automatically send to pre-set email addresses, or email addresses from your Sage 200 data. For example, you may want to send regular documents such as your customer statements by email to avoid postage costs.

Note: This article has been prepared and issued to you as a goodwill gesture only and Sage accepts no liability or responsibility for its use. For further support please refer to your Business Partner.

To send documents by email you must do the following:

  • Configure your default email settings - You only need to do this once before you start to email documents.
  • Add the email settings to the document - You should do this for each document that you want to email regularly.

Tip: To send a one off email you don't need to add the email settings to the document. Simply run the report or layout to preview, click Email and follow the on-screen instructions.

If you are using Microsoft Outlook, Gmail, Windows Live Hotmail, Yahoo! Mail or Yahoo Plus! Mail

If you use any of the following to send and receive your emails, to start entering your settings proceed to the Steps tab.

  • Microsoft Outlook
  • Gmail
  • Windows Live Hotmail
  • Yahoo! Mail
  • Yahoo! Plus Mail

If you are using any other email software or webmail

If you are not using Microsoft Outlook or the webmail providers listed above, before you can configure the settings in Sage 200 you must first check and make a note of the Simple Mail Transfer Protocol (SMTP) settings for your email provider as follows:

Note: You should be able to obtain these details from your IT administrator, or alternatively from your email provider's website or by searching the Internet. For example, Arclab.com provides SMTP server settings for popular webmail providers, UK Secure Web Hosting provides SMTP server names for many Internet Service Providers (ISPs) and CK Solutions provides some Irish SMTP outgoing mail servers.

SMTP server name

This is the SMTP server address. This could be the name of your network server or your Internet Service Provider (ISP) server name, for example, smtp.internetserviceproviderhere.co.uk

Read more...

Port

The port number used to communicate with the SMTP server; the default is 25.

Read more...

This server requires a secure connection (SSL)

Check if your SMTP server requires a secure (SSL) connection.

Read more...

Email AddressThe email address that the email is to be sent from. This is normally your email address.
SMTP username and password

The user name and password to be used when logging on to the SMTP server.

Once you've noted your SMTP settings, to start entering your email settings, proceed to the Steps tab.

Steps

To configure your default email settings

The following detailed steps contain everything you need to help you send documents by email.

To configure your default email settings when using Microsoft Outlook...

To configure your default email settings when using Gmail, Windows Live Hotmail, Yahoo! Mail or Yahoo Plus! Mail....

To configure your default email settings when using other email software or webmail (SMTP)...

To add the email settings to a document

  1. Locate and select the report or layout you want to amend, then to open the document in Sage Report Designer, click Edit.
  2. From the Report Explorer pane, select the document name then from the Properties pane, click Email Options, then click the finder button.

  3. Complete the Email Settings window as follows:

    Email message should contain

    Choose one of the following options:

    • Entire Report - To send the entire report to all email addresses which appear in the To... and CC... boxes, select this option.

      Note: This option is not recommended when sending the document to email addresses set up in the software, such as SLCustomerAccounts.ContactEmailAddress. For example, if the entire report is chosen for a batch of invoices, all selected invoices are sent to the first email address.

    • Group - To send each recipient only the information relevant to them, choose the relevant group. For example, on a statement layout, to send each customer only their own statement, select the group for SLCustomerAccounts.CustomerAccountNumber.
    To

    Complete the Email Addresses window as follows, then click OK:

    • To add an individual address - In the first box enter the email address then click Add.
    • To add email addresses stored within your software - Next to the bottom pane, click Add > Expression Editor window > Fields pane > locate and double click the main table you need, for example SLCustomerAccounts > from the list of variables, double-click the required variable, for example, ContactEmailAddress, then click OK.

    Tip: For assistance in editing layouts so they can be sent to multiple roles and contacts, please refer to article 30368.

    CCTo set up CC addresses, click CC then follow the same steps as the To option above.
    FromIf a 'from' address is required, click From, enter the required name and email address, then click OK.

    Note: This option is only supported by SMTP email providers and is ignored by MAPI and Microsoft Outlook providers.
    Subject

    To enter a subject for the email, click into the Subject box and enter the required text. Alternatively, to add information already stored in your software, click the Subject button and complete the Expression Editor window as follows:

    • To enter text - Enter the text in the left-hand box surrounded by quotations marks, for example "Text".
    • To add other information already stored within your software - From the Fields pane locate and double-click relevant variable. For example, to add your company name, double-click SYSCompanies, then on the list of variables, double-click CompanyName.
    • You can also combine the above to pull through information from the software and text. For example: SYSCompanies.CompanyName + " - Statement".

    To save the subject text, click OK.

    How should the report be sent?Select one of the following format options for sending the document:

    • Send the report as plain text - To send the report as a plain text email with no formatting, select this option.

    • Send the report as an attachment, with the following message body: - To send the report as an email attachment, select this option and in the box below, enter any text you want to show in the body of the email. The formatting of this text cannot be amended.

      Attachment Format drop-down list > choose the required file type to save the report as. (See Available Formats tab).
      Click Filename > enter the file name that you want the report to be saved with > click OK.

      Tip: You can enter text in the left-hand box, surrounded by quotations marks, for example "Monthly statement". Alternatively, from the Fields pane, locate and double-click the relevant variable, for example, REPORT.DESCRIPTION.

    Request a read receipt for this messageIf you would like a confirmation message when the recipient opens the email, select this check box.
    Sending options

    Select one of the following options:

    • Send emails immediately - To send the email automatically when the report or layout is run, select this option. You must select this option when sending emails by SMTP as when using SMTP, messages are not saved to your mailbox.

      Note: If you are using Microsoft Outlook we advise you do not use this option initially as it automatically sends the emails without allowing you to check them first.

    • Save emails to mailbox - To save the email to your email Inbox so that its content may be checked before sending, select this option. This option is recommended if you are setting up email for the first time or for sensitive information.

      Note: Depending on the email software you are using, the email may save to the Drafts folder rather than the Inbox.

    Mail Provider

    If required, you can use this option to override the default email settings within Report Designer for the current document. Choose the required email provider type as follows:

    • Microsoft Outlook 2010 - If you are using Outlook 2010 on a 64-bit operating system, choose this option.
    • MAPI - If you are using Outlook 2010 on a 32-bit operating system, or Outlook 2007 or below, choose this option.

    Note: Sage 200 is not compatible with the 64-bit version of Microsoft Office 2010.

  4. To confirm the email settings, click OK.

To email a report that contains no email settings

  1. From the Sage 200 desktop, open the relevant module, for example, Sales Ledger.
  2. From the tree view, click Reports.
  3. Locate and run the report you want to email, then from the spooler or the preview, click Email.
  4. If a Criteria window appears, enter any relevant criteria and click OK, then when prompted to send the document as an attachment, click Yes.
  5. In the Send as Attachment window, from the Provider drop-down menu, choose the email provider you are using. From the Format drop-down menu, choose the document format you want to use, then click OK.

An email is generated. You can now enter the recipient email address and send the email.

Attachment Formats

The following file formats are available:

XML Files

This format produces a .xml file which designates a universal data format for publishing and exchanging structured documents.

Portable Document Files

This format produces a .pdf file that provides a secure output format and a document that cannot be amended or altered in any way, making it useful to send to customers and suppliers. The formatting of the report is also perfectly preserved, should you want to email or upload it to a website.

HTML FilesThis option produces a .html file which can be viewed using an internet browser such as Internet Explorer.
Microsoft Excel FilesThis option produces a .xls or .xlsx file which can be opened in Microsoft Excel and other spreadsheet packages.
ANSI Text Files

This format produces a .txt file which uses the ANSI (American National Standards Institute) character set for use with Windows.

OEM Text FilesThis format produces a .txt file which uses an 8 bit OEM (Original Equipment Manufacturer) character set which is primarily used as a DOS language.
Comma Separated Value FilesThis format produces a .csv file which is a true CSV (Comma Separated Value) file. This places text output in double quotation marks, without padding, leaves numeric fields with no quotation marks and places commas between fields.
Delimited FilesThis format produces a .csv file which is a comma separated file, but is a much more flexible output format allowing you to specify characters other than quotation marks to enclose text and numeric values, specify the separator character other than commas and enable the padding of fields.
Image Files

This format produces a .bmp file which is a graphical format used within Windows.

Data FilesThis format created a .datareport file that should only be used when you want to view or print a report in Sage 200 at a later date, as this format cannot be viewed using any other software.

Note: In order to open a .datareport file, the path of the original Sage report, layout, letter or label (.report, .layout, .letter or .label file) must remain unchanged.

Note: If you are viewing this article from the Sage website, a list of Sage 200 Report Designer articles are now available.

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