File exports with mailing

[Thom]

Introduction

This article explains how to set up a file export. This is a continuation of exports. The file export basically functions as a shell around the export definition to make it possible to send exported data as an email, write it to a file or store it as base64. In this specific case, we will focus on creating a file export configuration which allows sending an email with the export/report as attachment.

File export configuration

First, you will need to create a file export configuration. You can find this under settings > file export configuration:

1. Fill in the field “description” and “remarks” if needed. Make sure the “active” checkbox is checked. Furthermore, the definition type should be set as “export definition”.
2. Check the “send e-mail” checkbox
3. Select the export definition you just created and want to use. In case your export definition uses parameters, check the “use parameters” checkbox.
4. In the e-mail form, fill in the subject, the email address of the sender, the name of the sender of the email and the body of the email.

The basic setup is completed. The next step is to set up the receiver of the email.
In the form file export e-mail recipients, click on the “+” to add a new receiver.

1. Make sure you select the newly created file export configuration.
2. Fill in the name of recipient and the e-mail address of the recipient.

File export parameters
In case you selected “use parameters” with the export definition, you will receive a new grid called “file export parameters”

By pressing “Get parameters”, it will automatically gather the parameters from the export definition. You can change the values of these parameters.

File export
Now that you have created an export file configuration, you can set up the file export itself.
Navigate to all apps > application maintenance > File exports.

1. Select the export file configuration

In the file export overview you can create a new file export:
After creating the new file export, you can manually create and export:

1. Click create and export to create the export file
2. The newly created file will be stored here
3. You can click “send email” to send the email with the export file attached to the recipients that you defined earlier.

Additionally, you can combine the file exports with scheduled tasks, to regularly receive the exports/reports that you want to distribute automatically.