On the E-mail Alerts tab you configure the e-mail that will be sent by the alert and as such you only need to setup data here if the alert type is E-mail. On this tab you select an e-mail template and then map data from the grid to the parameters used in that template.
The tab has the following important attributes:
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E-mail Template – Select the e-mail template you want to use for this alert.
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Delay Between – The delay feature behaves like described on the Work Order Alerts tab above.
The Create Parameters button will launch Parameters popup which is used in a variety of places and always has a similar set of fields as described earlier. Some specifics apply for e-mail however:
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Parameter – Parameters can be used in the e-mail template in the recipient line, the subject line and the e-mail body. If your e-mail includes a report attachment some of these 15 parameters must be used to support running the report. See later Report Parameter Line Number in this section for details on report parameters.
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Recipient – Select this check box if the parameter is used to fill in the e-mail recipient and if the selected Grid Field or specified Value for this parameter does not contain an actual e-mail address, but an Employee, User, Contact (from the Call Center) or Supplier code instead. The system will then perform the extra effort and try and find the e-mail address associated to any of these codes.
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Grid Field – See above.
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Value – See above.
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Report Parameter Line Number – If a report is attached to this e-mail make sure that the relevant report parameters are populated as well. The report parameter number does not have to coincide with, i.e. be the same as, the Parameter number that you specified.
The easiest way to determine the needed parameters is as follows:-
Run the report manually with the parameters you want specified. Mostly you will include reports with context that is relevant to the e-mail, rather than printing all record. So, an e-mail about a work order could include the report for that specific work order, same for a purchase order, requisition, etc. Basically, run the report as you would like to see it.
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Determine which parameters you had to specify for the proper result.
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Determine the line number for each of these parameters on the Parameters tab of the Reports screen.
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Design your grid to include these parameters or, if there is no difference in the values from one grid record to another, opt to specify the value one time in the Value field.
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Specify a Parameter number on this pop-up, associate the Grid Field or Value and then specify the line number of the report parameter in Report Parameter Line Number. For example, specify 2 for the work order number if the attached report is WZJOBQ, because parameter SEL_JOB for this report is on line number 2.
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Repeat this for each parameter you want to pass to the report. Note that you can use any of these report parameters in your e-mail as well, meaning the fact that you fill in this field does not mean the parameter cannot be used in the e-mail subject line or body for example.
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If you attach a report, you must always pass the user code in parameter 15. Either
hard coded in the Value field or include it in your grid design and then map it using
Grid Field.