E-mail a URL for a Report Using the File Management Window

The preferred way to e-mail a URL is using a report definition snapshot. For more information, see E-mail a URL for a Report Definition Snapshot. However, sending an e-mail from the File Management window is still supported.

Note: The e-mail option is available only for saved reports.

Note: Report definition snapshots cannot be scheduled.

To e-mail the URL for a report using the File Management window, complete these steps:

In View mode, select FileManage Files to access the File Management window.
Next to the name of the report that you want to e-mail, click in the Actions column, and then select E-mail.

If the report does not contain multiple sections or prompts, then the default e-mail application (for example, Microsoft Outlook) opens. The generated URL for the report is automatically copied into an e-mail message.

An E-Mail Message with the Generated URL for a Report

System administrators can set a system option, which specifies that standard text appears in e-mail messages with a generated URL for a report. In this example, standard text appears both before and after the generated URL.

An E-Mail Message with Standard Text

If the report has multiple sections or prompts, then instead of the default e-mail application, a dialog box appears. You can select a section, specify prompt values, or both. Complete these additional steps:
1. In the Define Section and Prompt Values dialog box, complete either of these tasks:
  
  For a report that has multiple sections, select a section from the Open to section drop-down list. This is the section of the report that appears when the user clicks the link.
  
  For a report with prompts, the prompt values are available for you to select. There will be scroll bars for multiple prompts. You can scroll to answer more prompts.
2. Click E-mail Report. The default e-mail application (for example, Microsoft Outlook) opens, and the generated URL for the report is automatically copied into an e-mail message.
  
  If the URL with parameters, section information, or both is too long to send, then an error message displays. You can download a shortcut to a file that can be used to open the report.
  
  Error Message If the URL Is Too Long
  
  You can either attach the downloaded file to an e-mail message or save the shortcut file to disk and then send a link to the shortcut. If you click OK in the error message, a File Download dialog box appears. Click Save to save the files to disk. The prefix of OPEN_ is added to the filename. The file type is HTML. You can attach this file to an e-mail message.
Send the e-mail message.

You can view different copies of the report that you have sent via e-mail. Using the File Management window, navigate to the report that you have e-mailed. Next to the report name, click actions tool

in the Actions column, and then select E-mailed Reports. The E-mailed Reports dialog box enables you to view and delete copies of the e-mailed report.

Note: When you click Remove in the E-mailed Reports dialog box, a confirmation message displays to let you know that you are deleting the selected copy of the e-mailed report.