Distributing reports by email

You can distribute every report type as email attachments.

HTML reports and Qlik entity reports can be embedded directly into the body of emails. This means users can quickly scan your report without having to download and open an attachment. You can also embed a summary of your data in the email body, and include the full report as an attachment.

Note: You must configure your SMTP mail server in order to send email from Qlik NPrinting. See: Configure SMTP Server.

Creating an email message

You can customize emails that are sent to users and groups. You can include dynamic text using tags.

Do the following:

  1. From the top menu, select Tasks, and then select Publish tasks.
  2. Chose an existing publish task, or create a new one.
  3. Click Reports in the main task menu.
  4. Click Add report on the right.
    1. Select a report from the Choose reports drop-down list.
    2. Leave the proposed Friendly name.

    3. Select an Output format. The drop-down list displays only formats that are compatible with the type of the report selected.
    4. Use Quality to set the image resolution.
    5. Leave the Attach to email check box selected.

      Warning: By default, Qlik NPrinting will attach all reports to email messages, including those with Attach to email disabled. To force Qlik NPrinting to attach only reports with the Attach to email check box selected, you must select Choose attachments in the Attachments drop-down list of the Email tab.
    6. Leave the Enabled check box selected.

      If you clear the check box, the report will be added, but will be ignored by the scheduler.

    7. Click Add report to confirm.
  5. Click Email message in the main task menu.
    1. In From, select one of the following:
      • User: Select the sender email from the drop-down list. You can also use the search form to filter the list.
      • Custom: Enter a valid email address.

        Note:

        If you want to configure custom sender addresses, your SMTP server settings must allow users to send emails using email addresses other than their assigned email address.

    2. In the To drop-down list, you can decide to send emails to Selected users or to Selected users and CC/BCC. CC/BCC email addresses have to be entered manually, and separated by a semicolon.
    3. Enter a Subject.
    4. Select the email Format by clicking on HTML, which supports formatted text, or Text.

      If you want to add tags to create dynamic text, or if you want to embed HTML reports and Qlik entity reports, you have to select HTML.

    5. In the Body section, further to the formatting tools you can find the following options:
      • Toggle HTML/Rich Text: switch between HTML and rich text editor.
      • Insert image: insert an image into the email text. You can only insert an image as URL address.
      • Insert/edit link: insert a URL address into the email text.
    6. Click Users to insert a dynamic User tag, and select one of the available tags from the list. The selected tag, for example %%User_Company%%, is automatically added in the email body and replaced with the appropriate value, for example the name of the recipient's company, during email generation.
      Tip: You can insert User tags also in the email subject. Once selected the desired user tag, for example %%User_Company%%, simply copy it from the email body into the subject field.
    7. Click Reports to insert a dynamic Report name tag, and select one of the available tags under Embed reports or Embed report names. The selected tag, is automatically added in the email body and replaced with the appropriate value during email generation.
    8. Tip: You can insert Report name tags also in the email subject. Once selected the desired Report tag, simply copy it from the email body into the subject field.
    9. In the Attachments drop-down list, you can select:
      • All reports attached
      • No reports attached
      • Choose attachments

        If you select Choose attachments, click on the paperclip on the left to select which attachments to include. Click Close when finished. You will see the included attachments list on the bottom.

        Note: Some SMTP providers impose size limit on email attachments. The maximum allowed size varies among providers. If the size of the attached file exceeds the limit set by the SMTP provider, the email message is not delivered and a warning is added in NPrinting logs.
        Warning: Due to Windows file systems limitations, Qlik NPrinting will not send email attachments with file names longer than 255 characters. If you attach a file with a name that is too long, the file is not attached to the email, and a message listing which reports failed to be generated is added in the email text. The following error message is added in NPrinting logs: "Path with value name is exceeding windows limitations, the fully qualified file name must be less than 260 characters."
  6. Click Save.
  7. You will now be in the Overview menu, where you can click the Run now button to publish your report.

Embedding HTML and Qlik entity reports in emails

You can embed HTML reports and Qlik entity reports directly in emails. The same report can be embedded several times. For example, you may want to embed a report in .jpg and .png, at different DPI levels.

Cycled reports can be embedded in emails. However, cycling can create a large number of reports, and embedding them may make email size too large for some email clients. See: Cycling your reports.

Note: The final output of an email with embedded objects may differ depending on the email clients and permissions of the recipient. Some systems automatically block images, or show them as attachments.

The procedure for creating emails with embedded objects is similar to the one above, with some exceptions.

Do the following:

  1. Select Tasks, and then select Publish tasks.
  2. Chose an existing publish task, or create a new one.
  3. Click Reports in the main task menu.
  4. Click Add report on the right.
    1. Select a report from the Choose reports drop-down list. You must select an HTML or Qlik entity report.
    2. Leave the proposed Friendly name.
    3. Select an Output format.
      • For HTML reports: select HTML or HTM.
      • For Qlik entity reports: select JPEG or PNG .
    4. Use Quality to set the image resolution.
    5. Leave the Attach to email check box selected if you want to send this report as an email attachment. You may want to disable it if you are embedding a large report directly into the email body.
    6. Leave the Enabled check box selected.
    7. Click Add report to confirm.
  5. Click Email message in the main task menu.
    1. Fill out the fields the same as above. Make sure to select HTML under Format.
    2. Click on the body of your email where you would like to embed your report. Click the Reports button.
    3. Under Embed reports, click on the report that you want. This screen will only show compatible reports.

      You will see a string of code in your email. This will either display as an image or HTML/HTM when the email is sent. You cannot format this string with the email formatting tools. For example, you cannot use the Center button to center a Qlik entity .jpeg.

    4. To embed the report name only, click the Reports button again, and then click on Embed report name.

      You will see a string of code in your email. This will be replaced by the report name.

    5. In the Attachments drop-down list, you can select:
      • All reports attached
      • No reports attached
      • Choose attachments

        If you select Choose attachments, click on the paperclip on the left to select which attachments to include. Click Close when finished. You will see the included attachments list on the bottom.

    6. Click Save.
  6. You will now be on the Overview menu, where you can click the Run now button to publish your report.

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