Emailing Reports From JobBOSS2

This topic provides information related to Emailing reports from within JobBOSS2, including the delivery format and how the “Subject” and “To” lines are populated.

Ways to Generate an Email

Emails can be generated from a variety of locations throughout JobBOSS2.

  • Contact Name - There is an Email icon next to the contact name on an Order, P.O., or RFQ. This icon generates an Email window with the "To" field populating from the Contact Name on the form.
  • Contact Grid - Anytime there is a Contact Grid, there will be an Email icon above the grid. This icon generates an Email window with the "To" field populating from the highlight contact on the grid.
  • Print Spool - When you enter the Print Spool area, there is a button that generates an Email for the selected summary or form.
Types of Reports

For purposes of this topic, there is a distinction made between summary reports and form reports.

  • Summary reports display information for multiple records at one time in order to provide an overview of a certain area of the system. Common examples of summary reports include the Quotation Summary, Order Entry Summary, and Aging Summaries.
  • Form reports display information about a single transaction and are typically generated for the purpose of sending to a customer or vendor. Common examples of form reports include quotes, acknowledgments, customer invoices, and purchase orders.

Regardless the type of report generated, JobBOSS2 automatically attaches it as a PDF when it is Emailed from within the system.

Outgoing Email settings must be properly configured in User Maintenance for this option to work properly.

For more information see Configuring User Email Settings.

Summary Reports
  • The subject line of Emails for summary reports is populated by the system using the following layout:

    Company Name - Report Name - Breakdown Report Selected

    Here are some examples of how this might look:

    ABC Manufacturing - Quotation Summary - Detail Report

    XYZ Machining - Order Entry Summary - Customer Summary Report

  • When you are sending multiple breakdown versions of the same report, they will be sent in one Email.
  • The Email field has the option for additional attachments.
  • The Email field has the option of HTML to format the text.
  • The Signature will automatically pull from User Maintenance, if a Signature is established there.
  • Summary reports do not automatically populate the “To” field with an Email address.
Form Reports
  • The subject line of Emails for form reports is populated by the system using the following layout:

    Company Name - Report Name - Item # (Breakdown where applicable)

    Here are some examples of how this might look:

    ABC Manufacturing - Cost Estimate - Part #12345 (Recap Report)

    XYZ Machining - Quotation - Quote #9876

  • The Email field has the option for additional attachments.
  • The Email field has the option of HTML to format the text.
  • The Signature will automatically pull from User Maintenance, if a Signature is established there.
  • The system will attempt to automatically populate the “To” line of many Emails for form reports using contact information provided.

    Quotation

    • Address pulls from Contact Field in Header
      • This populates from the Contact associated with the default Shipping Address

    Job Traveler, Work Order, and Acknowledgment

    • Address pulls from Contact Field in Header
      • This populates from the Contact selected on the quote (if one is used)
      • If there is no quote, this populates from the Contact associated with the default Shipping Address

    Packing List, Certification, Shipping Label, and Shipping Documents

    • Address pulls from Contact Field on Ship To Address
      • This populates from the Contact associated with the default Shipping Address

    Purchase Order and Delivery Ticket

    • Address pulls from Contact Field in Header
      • This populates from the Contact that has the title “Purchasing” associated with it

    Receiver

    • Address pulls from the Contact on the purchase order
      • Email address will not populate if there is no PO associated with the receiver

    Vendor Request For Quotation

    • Address pulls from Contact Field in Header
      • This populates from the Contact that has the title “Purchasing” associated with it

    Customer Invoice

    • Address pulls from the Contact that has the title “A/P” associated with it
  • When you are Emailing multiple form reports at one time that have different Email addresses, the “To” field does not display on the Email setup page.
    • The system sends each report in a separate Email with the correct address when you click Send.
    • If you choose to add a CC or body message, that information will be sent with all emailed forms; you must send them one at a time if you want to personalize the message or CC contact.
  • When you are Emailing multiple form reports at one time that have different subject lines, the “Subject” field does not display on the Email setup page.
    • The system displays the correct subject line on each Email once you click Send.