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  1. Recipient name - The name that will be used in the email to greet the reader.

  2. Email - The email address this distribution will be sent to. Multiple can be added.

  3. Product - The product for which the distribution will apply. If empty, the delivery will trigger for any product.

  4. Task - The task that will trigger the automated delivery on completion. If “Distribute separately separately” is OFF, this field is mandatory.

  5. File type - The file that will be delivered.

  6. Final product type - The final product type for which the distribution will trigger. If empty, the delivery will trigger for any final product type.

  7. Step - The step for which the distribution will trigger. If empty, the system will trigger for any step.

  8. Message content - The standard email message that will be used. Defaults to “Automatic file distribution”.

  9. Complete additional task - Any additional tasks that should be automatically completed when triggering the automated delivery. In the case of a delayed distribution, it will only be completed once the files are sent.

  10. Distribute separately - If ON, the system will trigger a delivery for any file that matches the criteria. If OFF, the system will only trigger the delivery once all files matching the criteria are ready and the “Task” field will become mandatory.

  11. Attach files - Select whether files should be attached.

  12. Send to Resource in charge - If ON, the delivery will also be sent to the resource in charge of the order.

  13. Send BCC - Include all email recipients in BCC.

  14. Delayed distribution - Deliver the files at a later date. Please see the Delayed distribution section.

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Info

The When using a task as a trigger, the automated file distribution will only trigger take place if the required file type is available when the selected task is completed.

If the task is completed without the file, or if the file is uploaded after completing the task, the delivery will not trigger.

If the file type is uploaded, but the task isn’t completed, the delivery will not trigger.

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In the example below, the file “Final file for client” file will be sent to Sara on the production@barcelos.com email once each “QC” task within an order is completed. Once this delivery is triggered, the “File sent to customer” task will be closed.

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Storage distribution (FTP)

To automate a storage distribution, first the storage server needs to be set up at the customer or consolidated account level. This can be done from Manager > Rolodex tables > Customer OR Consolidated account.

Setting up the storage server

1. From within the Customer info page (magnifying glass) click on “Storage servers”

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Info

To create a storage server connection, please make sure you have the necessary server access information. This information is given by the server’s manager.

2. Click on “Add storage servers” and fill out the necessary fields:

3. Type of protocol - can be FTP, SFTP, FTPS or AWS

4. Description - the name that’ll be using with the system to identify this server

5. Host - Name of the host. This information is part of the server access info.

6. Login user name - This information is part of the server access info.

7. Password - This information is part of the server access info.

8. Folder - the path within the server where the files will be sent to.

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Setting up the storage distribution

  1. In the customer info page, after adding a storage server, click on “Automated file distribution”.

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2. Click on “Add new storage server” and fill out the necessary fields.

3. Select the storage server to send the files to. This dropdown menu will have the storage servers set in the customer and consolidated account.

4. The folder within the path of the storage server to send the files to. If not set, the files will be sent to the folder from the storage server.

5. Product - The product for which the distribution will apply. If empty, the delivery will trigger for any product.

6. Task - The task that will trigger the automated delivery on completion. If “Distribute separately” is OFF, this field is mandatory.

7. Step - The step for which the distribution will trigger. If empty, the system will trigger for any step.

8. File type - The file that will be delivered.

9. Final product type - The final product type for which the distribution will trigger. If empty, the delivery will trigger for any final product type.

10. Distribute separately - If ON, the system will trigger a delivery for any file that matches the criteria. If OFF, the system will only trigger the delivery once all files matching the criteria are ready and the “Task” field will become mandatory.

11. Delayed distribution - Deliver the files at a later date. Please see the Delayed distribution section.

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Info

When using a task as a trigger, the automated file distribution will only take place if the required file type is available when the selected task is completed.

If the task is completed without the file, or if the file is uploaded after completing the task, the delivery will not trigger.

If the file type is uploaded, but the task isn’t completed, the delivery will not trigger.

In the example below, the file “Final file for client” file will be sent to the “FTP Example” FTP email once every “QC” task within an order is completed.

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Delayed distribution

Automated distributions can also be scheduled to be delivery at a scheduled date, instead of at the moment they are triggered.

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