Email
  • 07 May 2022
  • 3 Minutes to read
  • Dark
    Light

Email

  • Dark
    Light

Overview

The ability to send emails through ReportWORQ is achieved through the use of your corporate SMTP email server.  ReportWORQ does not use your personal email client (Microsoft Outlook, IBM Notes, etc) to send emails; instead it needs to use specific, stored credentials and settings to connect directly to your email SMTP server when distribution jobs requiring email are executed.  The SMTP address and port number are required to locate your corporate SMTP server; the user name and password are the credentials you would like to use to authenticate that SMTP server in order to send emails from ReportWORQ.  Credentials are automatically encrypted by ReportWORQ, should your SMTP Server require credentials.

Configuration

Connectivity and Credentials

Please contact your email administrator for Server, Port and SSL details. 

Office 365

Connections to the Office 365 mail server will use the following settings:

Server: smtp.office365.com

Port: 587

Use SSL: Checked

Consider a Service Account
Email recipients of ReportWORQ Jobs will see the From address if present, and the Username if not present. If 'reply-to' support is required for writeback or other purposes, consider creating a service account where emails can be delivered.

Message Size Limits

Most email systems have a size limit for attachments. If the report attachments exceed the limit set by the server, an error response will be returned and the reports will not be distributed. This can be handled more gracefully on the ReportWORQ side by entering the email system's attachment size limit. If ReportWORQ is attempting to distribute multiple files that will cumulatively exceed the size limit, it will automatically split the distribution across multiple emails. If a single attachment exceeds the limit, ReportWORQ will report an error without attempting to send the email.

Message Frequency Limits

Some email systems limit the number of emails that can be sent per second. Entering values for this setting will allow ReportWORQ to respect this limit and slow down email distribution to an allowable speed.

Both of the above settings are available from your organization's email administrator.

Defaults

Email Message Fields

Any entries in the default section fields will be overwritten by the same settings on the Job screen. For example, if the CC field has a value in both the job screen and the email configuration screen, the job value will override the configuration value. The same applies to the CC, BCC, From, Priority, Subject and Message fields. If a Job's email fields are left blank, then default values provided in the Settings > Distribution > Email screen will be used (if supplied).

Each of these fields can be overridden in the Job Screen when Email is set for distribution. In addition, any of the text fields support the use of ReportWORQ Variables to drive dynamic values. The articles Using Variables and Data Driven Commentary describe examples of using variables to drive dynamic values in these fields. The TO field can be made dynamic by using the Recipients feature which is discussed in the Bursting Reports article. The email body can be supplied as plain text or as HTML. 

Combining Emails Message

ReportWORQ supports creating multiple job steps in a single job, which is how multiple files can be produced by ReportWORQ at the same time. When all of the job steps are set to send an email message, and those messages are being sent to the same people, it is often desired that a single email message with multiple files be sent. By default, ReportWORQ will send files to recipients as soon as they are generated, which in this example would result in multiple email messages to the same person. To enable combining email messages across job steps you must select the option Combine emails with the same recipients from multipole steps on all of the job steps where combining emails is desired. When this option is enabled ReportWORQ will not send email messages until all of the files have been produced. To reduce the potential memory footprint, ReportWORQ will save the files to a temporary folder in the file system while files are being queued. Once all of the files have been produced any email messages where the TO, CC, BCC & FROM are identical will be reduced to a single email message with multiple files. Note that the Subject and Body will be used from the first job in the list of job steps. Temporary files will be removed from the file system when the email messages are sent.



Was this article helpful?

What's Next