Send reports via email
You can send reports as an email attachment directly from the system. The reports can be sent to:
The emails stored for reported contacts and portfolios in the system.
The emails you specify when generating report. This option lets you send the reports, for example, to your counterparties.
Send reports to emails stored in the system
To send reports to emails specified in the system for contacts and portfolios:
Go to New→ New report from the top menu or open the Report window by clicking the printer icon in one or the views.
Specify the report generation parameters. Choose one of the report sending options:
"Report per portfolio via email" sends the reports to the email addresses listed in the Portfolio window, Reporting tab.
"Report per customer via email" sends the reports to the email addresses in the Contact window, Addresses tab.
Fill in the email template and other sending parameters (see Email information below) and click Submit.
Send reports to the counterparties
The steps for sending reports to external emails differ depending on your workflow.
Send reports to counterparties from the Overview
If you are working with portfolios in the Overview, you can use a shortcut options generate reports and send them to external emails. To access it:
Select a contact, portfolio or portfolio group in the Overview and go to the New report tab.
Click Select report and select the report generation parameters.
Click Generate. You will see the generated report in the Overview tab.
Click
and define the email information: see Email information below.
Send reports to counterparties from other views
If you want to generate reports for multiple portfolios, customers, or groups, schedule report generation and save the report generation parameters, use the full version of the Report window.
Go to New→ New report from the top menu or open the Report window by clicking the printer icon in one or the views.
Specify the report generation parameters. Choose one of the report sending options: One report (list email below), Report per customer (list email below), Report per portfolio (list email below). Add the emails in the Emails (comma-separated) field.
Report per customer (list emails below) , Report per portfolio (list emails below) - Creates a report (or combination of reports is multiple reports are chosen) for each customer or each portfolio chosen in Customer, Group, Portfolio. The reports are sent to the emails you enter in the Emails (comma-separated) field. If you chose several customers or portfolios, each report per customer or portfolio is sent to a recipient in a separate email.
For details, see Report window.
Click Generate and define the email information: see Email information below.
Email information
Use the following fields to define the report email information:
- Selected template
The template you want to use in your email. The template you select is remembered and suggested to you the next time you send an email.
- From (name)
The name of the email sender.
- From (email address)*
The email address of the email sender (defined by FA when email reporting is enabled).
- Reply to*
The email address the replies will be sent to.
- Send to
Email address to which the report is sent. Only available when you send a report via email from a saved tab in the Overview. If you are viewing a report for a single portfolio or a contact with a single portfolio, the system fetches the portfolio reporting email. If the portfolio has no reporting email defined or you are viewing a report for a customer or group with multiple portfolios and different emails, the system does not fetch the email.
- Title*
Email title. By default, the title of the email is the name of the report type chosen.
- Content
Content of your email. The email content also supports dynamically filling in customer/portfolio data from FA with specific keys and syntax. To dynamically fill in data from FA to your email content, wrap appropriate keys around two percentage signs with syntax "%%key%%" in your email content. For example, if you want to fill in your customer's name into your document template, write "%%contact.name%%" in your document in the place you want to add the customer's name to. Contact FA for more details on the available keys.
We recommend making the text content of the email general if you are sending multiple reports simultaneously. The same email content is sent to all recipients. When you send reports via email, they are shown in the Report window, Generated reports tab.
- Enable HTML content / HTML editor
When enabled, allows you to define your email content as HTML and also to edit your HTML content with an HTML editor.
- File format
File format in which the report you are viewing is sent. Only available when sending a report via email from a saved tab in the Overview.
You can also define default email settings to be used as a template for defining a new email. The email template and default values of the fields can be defined in Preference - Email.
The following buttons are available:
- Attachment
Allows you to add additional files to be attached to the email together with the report you are sending. The added attachment(s) will be attached to every email sent through the report via email functionality.
- Cancel
Closes the email window without sending an email
- Submit
Submits the email defined.