Table of Contents

Emailing Reports

If you have the appropriate permissions you will see an Email button in delivery. Depending on how your instance of MetaField is configured, you will be able to send emails that contain links to each of the selected reports or emails that contain report PDF attachments. In either case, the system will track when and to whom the report was sent. In the case of report links, you will also be able to track if your report recipient opened the link to view your report.

An example email message with an email link:

Preparing & Sending the Email

Step	Description	Example
1	Select the reports you want to email and choose the Email button Only reports for the same projects can be sent in the same email message
2	A popup will appear. It will be prepopulated as coming from you. If you want to copy yourself on the email message, select the Send Email to Me flag. If your Admin user has defined default text, this will be entered in the Message field for you. You can modify the message as necessary.	You may also modify who is receiving individual reports by clicking on the icon in the Recipients column.
3	Add additional recipients by selecting the Add Recipient button. When you are adding a receipt you can choose which reports out of the ones selected should be sent to the individual. If you have a defined email distribution list in Project specifications your recipients will be populated for you.
4	When you are done performing any modifications necessary on the popup, select Send to send the reports via email. All reports sent will automatically be marked as delivered.

Viewing Past Email Recipients and Accessed Report Links

When a report is sent via email from MetaField, the system tracks the email recipients. If your site is configured to distribute report links, you also can view when the report was first accessed. To view the log of email transactions for each report, select the envelop icon from the main reports grid.

If the report link is still valid, you will see a link to the report.
When the report link is no longer valid, you will see Expired in the grid.

Expired Report Links

Emails sent through delivery will contain links to reports that are valid for 14 days. This is by design and for security reasons. After this period, the link will expire and the report will no longer be accessible to the email recipient. For more a more permanent archive of reports, AgilePort should be utilized.

Expired Link Message

When a user tried to access an expired report link hey will receive this notices:

If a "failed to send reports to:" message is encountered after hitting send it is likely due to one of two reasons. For any other reason, please reach out to the MetaField support team.

The recipient email address is not valid. Please ensure the recipient address is correct and valid.
The email being send contains an attachment that exceeds the email attachment size limit for the recipient. This could occur with a large consolidated report (25Mb+) compromised of multiple reports with images. AgilePort could be used as a delivery method to circumvent this.