Use this function to send a report as an attached Portable Document File (PDF). This document will explain how to configure IFS/Admin, IFS/Purchasing and IFS/Customer Orders to enable this functionality.
The PDF_REPORT_CREATED event is used to control the mail format, and the report to be attached.
An action with type E-Mail must have been created for the PDF_REPORT_CREATED event.
The action details have to be defined.
To ensure that the event action is triggered for the specific report type only, make sure
that the REPORT_TITLE condition is equal to the report title.
Note: Without this condition, IFS/Connect will try to send this e-mail each time any PDF file is created.
When the PDF_REPORT_CREATED event is triggered from an automatic order flow, it might happen that there is no E-mail address set-up or that no mail shall be sent to the receiver for the specific report. If that is the case PDF_PARAMETER_1 has no value and when the event action is triggered it will result in an application message with status Failed. This can be avoided by adding a condition for PDF_PARAMETER_1 saying that the parameter must have a value for the event action to be triggered (PDF_PARAMETER_1 = %).
To attach a PDF file to the mail, click Attach when defining the action, and enter &PDF_FILE as the file name. This will cause IFS/Connect to attach the PDF file that will be created to the e-mail.
Enter &REPLY_TO_USER in the From User field to use the user's e-mail address as the reply-to address in the e-mail. This will make it possible e.g. for the supplier/customer to reply to the purchase/customer order coordinator respectively. The purchase/customer order coordinator's e-mail address will be retrieved from what is specified for the coordinator in User–Details.
The PDF_REPORT_CREATED event must be enabled.
For IFS/Purchasing and IFS/Customer Orders, the following information is passed in the event parameters PDF_PARAMETER_1 through PDF_PARAMETER_10, which can be used to format the mail message that is sent to the supplier or customer.
Report |
PDF_PARAMETER |
||||||||||
1 | 2 | 3 | 4 | 5 | 6 | 7 | 8 | 9 | 10 | 11 | |
Purchase Order | E-mail address for the supplier contact | Supplier ID | Site |
Name/Person ID of supplier contact. |
Name of the coordinator from the purchase order. |
Name of supplier contact. |
!= TRUE when user does not wish to send an email when printing the report online | ||||
Request for Order/Agreement Quotation | E-mail address for the supplier contact | Supplier ID | Site | Name/Person ID of supplier contact. | Order number from the purchase order. | Order number from the purchase order. | Name of supplier contact. | ||||
Order/Agreement Quotation Rejection Letter | E-mail address for the supplier contact | Supplier ID | Request number | Name/Person ID of supplier contact. | Name of supplier contact. | ||||||
Supplier Consignment Consumption | E-mail address for the supplier contact | Supplier ID | Quotation number | Part number | != TRUE when user does not wish to send an email when printing the report online | ||||||
Purchase Order Delivery Reminders | E-mail address for the customer contact | Supplier ID | Site | Supplier contact from the purchase order. | Purchase authorizer | Purchase order number. | Order number from the purchase order line. | Name of supplier contact. | Line number of the purchase order. | Release number from the purchase order line. | |
Purchase Order Confirmation Reminders | E-mail address for the customer contact | Supplier ID | Site | Supplier contact from the purchase order. | Purchase authorizer | Purchase order number. | Order number from the purchase order line. | Name of supplier contact. | Line number of the purchase order. | Release number from the purchase order line. | |
Confirmation of Customer Order | E-mail address for the customer contact | Customer ID | Site | Name/Person ID of customer contact. | Name of the coordinator from the customer order. | Customer's purchase order number from the customer order. | Name of customer contact. | != TRUE when user does not wish to send an email when printing the report online | |||
Invoice | E-mail address for the customer contact | Customer ID | Site | Name/Person ID of customer contact. | Our reference from the invoice. | Customer's purchase order number from the customer order. | Name of customer contact. | != TRUE when user does not wish to send an email when printing the report online | |||
Pro Forma Invoice | E-mail address for the customer contact | Customer ID | Site | Name/Person ID of customer contact. | Name of the coordinator from the customer order. | Customer's purchase order number from the customer order. | Name of customer contact. | != TRUE when user does not wish to send an email when printing the report online | |||
Order Quotation | E-mail address for the customer contact | Customer ID | Site | Name/Person ID of customer contact. | Quotation number from the quotation. | Name of customer contact. | != TRUE when user does not wish to send an email when printing the report online |
The language code is always passed in the event, so it is possible to define different e-mail messages depending on the language.
For example, for purchase order report if the supplier language code is
German (de), it is possible to give condition LANGUAGE_CODE =de and define the
message text in German (de).
Mail sender connector to be used to send the mail.
For example, MAIL_SENDER1 can be defined and configured as a mail sender connector in the Connector Senders window (menu path: Solution Manager/Integration/IFS Connect/Setup IFS Connect/Connector Senders). There are various scenarios where users want to specify which mail sender to be used when email event action is triggered. One such scenario is where they want some of the mails sent as text/plain and some as text/html.
This will add the URL to the mail body, which can be used to navigate to a particular window in IFS Applications. You need to pass correct parameters as keys when defining the URL.
Field | Value |
To: | &PDF_PARAMETER_1 |
From User: | &REPLY_TO_USER |
Subject: | Notification of Purchase |
Message: | Dear &PDF_PARAMETER_4, The attached file is a purchase order we would like to place. Regards, &PDF_PARAMETER_5 |
Open Foundation1 Administration/Event Registry/Event Actions
window and search for the PDF_REPORT_CREATED event.
Check both the
Parameters and
Conditions tabs.
The supplier contact used must have an e-mail communication method for the address entered on the Supplier/Address/General Address Info tab.
The communication method should use e-mail as the communication method and
have a valid e-mail address entered in the Value field. The same supplier
contact name should be given as the Suppliers Contact on the
Supplier/Address/Purchase Address Info tab, or defined as a primary contact for
supplier address or the primary contact for the supplier in general on the
Supplier/Contact tab.
Note: Supplier contact will be retrieved according to the hierarchy
indicated below:
(e.g., to purchase order, request or quotation).
1. Look in the supplier contact on the Supplier/Address/Purchase Address Info
tab
2. If it is empty, take the primary contact for the supplier address defined on
the Supplier/Contact tab by selecting the
Address Primary check box.
3. If that is empty, take the primary contact for the supplier in general defined
on the Supplier/Contact tab by selecting the Primary Supplier check box.
On the Supplier/Purchase/Misc Supplier Info tab, the required check boxes in the E-mail area should be selected.
The customer contact used must have an e-mail communication method for the address entered on the Customer/Address/General Address Info tab.
In the Comm. Method area, the communication method should be set to
E-mail and the receiver's e-mail address must be specified in the Value
field for the respective customer name. The same customer name should be given
in the Customer Contact field of the
Customer/Address/Order Address Info tab or defined as a primary
contact for customer address or the primary contact for the customer in general
on the Customer/Contact tab or defined as
a reference on the Customer/Order/General
tab.
Note: Customer contact will be retrieved according to the below
hierarchy.
1. Look at the Customer/Address/Order Info
tab for the document address.
2. If it is empty, take the primary contact for the customer address defined on
the Customer/Contact tab.
3. If that is empty, take the primary contact for the customer in general defined
on the Customer/Contact tab.
4. If it is empty, then it takes the value from the Reference field on the
Customer/Order/General tab.
In the Customer/Order/Misc Customer Info tab, the required check boxes in the E-mail area should be selected.