E-Mailing a Report or Document

You can send a report or document to any e-mail address. You can also e-mail a report or document directly from the folder in which it is located. You must have the Use Link to History List in Email privilege to send a link to the location of a report or document in the History List via e-mail.

Note: If you are sending a Flash-enabled document to another user, the recipient can use the Flash document only to the extent that you are able to.

To e-mail a report or document:

Run a report or document and from the Home menu, select Send Now, or from the report folder, click the Send Now icon or link.
Either action displays the Send Now dialog box.
Click To to locate the e-mail address of the recipient. This displays the Recipients Browser.
Choose an address from the Available list. If you do not see the correct e-mail address to use, enter the Address name and Physical Address in the respective fields and click Add to Recipients to add a new address.
Click OK to return to the Send Now dialog box.
From the Send drop-down list, specify where the report is delivered by choosing one of the following options:
Note: The options available may vary depending on the privileges you are assigned. For more information on the required privileges, see the prerequisites.
- Data in e-mail: The report or document is displayed in the e-mail.
- Data in e-mail and to history list: The report or document is displayed in the e-mail and is also delivered to the History List.
- Data and link to history list in e-mail: The report or document is displayed in the e-mail, along with a link to the History List location of the report or document.
- Link to history list in e-mail: A link to the History List location of the report or document is provided in the e-mail.
From the Delivery Format drop-down list, select the format in which to send the report. Your options are HTML, Excel, and PDF. When Excel or PDF is chosen, the report is included as an attachment in the e-mail. If you select a format other than HTML, you can reduce the size of the attachment by selecting the Compress contents check box.
You can specify the delimiter character to use to separate values in a report, such as a comma or tab. From the Delimiter drop-down list, select one of the following:
- To choose a delimiter from the list, select the delimiter you want to use, such as Comma or Space.
- To specify your own delimiter, select Other, then type the character you want to use as the delimiter in the field.

Note: This option is only available if the Delivery Format option is set to Plain Text.

Select the Expand page-by fields check box to print all objects in the Page-by drop-down list when the report or document is emailed.

In the Subject line, enter in a description for the emailed report.
If you want a message to be displayed in the body of the e-mail, enter text in the Message field.
Do the following to include the report or document in a zip file:
- Expand Advanced Options by clicking .
- Select the Password Protect Zip File check box if you want to protect the zip file by providing a password. Type a password for the zip file.
- Type the name for the zip file in the Zip File Name field.
Click OK. The report is sent to the designated e-mail address.

Prompted Reports and Documents

If you e-mal from an executed report or document, and it has prompts, the prompt selections from the executed report or document will be the default selections for the report or document sent to the recipient. If you e-mail from a report folder, the Send Now page also displays the prompt selections page for the report or document. You can change the prompt selections here. These will be the default prompt selections for the report or document sent to the recipient.

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