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Overview
After a task is completed, its file can be automatically sent to an email address.
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Automated deliveries are set at a customer level from Manager/Sales > Rolodex tables > Customers.
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Setting up
From a customer’s info page, click on “Automated file distribution” at the bottom:
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At the bottom of the page, click on “Add new email distribution” or “Add new storage distribution” depending on the type of distribution necessary.
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Email distribution
After clicking on “Add new email distribution”, a popup with the following fields will appear:
Recipient name - The name that will be used in the email to greet the reader.
Email - The email address this distribution will be sent to. Multiple can be added.
Product - The product for which the distribution will apply. If empty, the delivery will trigger for any product.
Task - The task that will trigger the automated delivery on completion. If “Distribute separately” is OFF, this field is mandatory.
File type - The file that will be delivered.
Final product type - The final product type for which the distribution will trigger. If empty, the delivery will trigger for any final product type.
Step - The step for which the distribution will trigger. If empty, the system will trigger for any step.
Message content - The standard email message that will be used. Defaults to “Automatic file distribution”.
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.
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.
Attach files - Select whether files should be attached.
Send to Resource in charge - If ON, the delivery will also be sent to the resource in charge of the order.
Send BCC - Include all email recipients in BCC.
Delayed distribution - Deliver the files at a later date. Please see the Delayed distribution section.
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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. |
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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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Notification if delivery fails
Under the “Failed delivery notification” section, we can select specified resources (either the resource in charge or the selected resources in “Recipients to notify”) to be notified via e-mail notification if the automated file distribution fails.
Select the email that should be sent. The provided template is selected by default.
Select whether the resource in charge should be notified.
Select specifics resources to notify. This field includes all resources with the Administrator, Department Supervisor or Manager roles.
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If no resource is selected, no notification will be sent. |
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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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8. Folder - the path within the server where the files will be sent to.
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Setting up the storage distribution
In the customer info page, after adding a storage server, click on “Automated file distribution”.
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11. Delayed distribution - Deliver the files at a later date. Please see the Delayed distribution section.
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| Info |
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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. |
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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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Notification if delivery fails
Under the “Failed delivery notification” section, we can select specified resources (either the resource in charge or the selected resources in “Recipients to notify”) to be notified via e-mail notification if the automated file distribution fails.
Select the email that should be sent. The provided template is selected by default.
Select whether the resource in charge should be notified.
Select specifics resources to notify. This field includes all resources with the Administrator, Department Supervisor or Manager roles.
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If no resource is selected, no notification will be sent |
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Monitoring file deliveries
File deliveries using a storage server can be monitored from Manager > File delivery.
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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.
This can be set from the Delayed distribution section within the Automated distribution popup.
Configuration
From: Administrator > Web administrator > Configuration > Smtp
To enable this feature, turn on the option “Enable delayed delivery”:
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Setting up a delayed distribution
Select the date the delayed distribution should be linked to. These can be linked to the Air date, Order internal supply date and Order supply date.
Select how many days before the linked date the delivery should start. If 0, the delivery will start on the linked date.
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This page also allows the user to trigger the delivery immediately, as well as cancel it.
Monitoring delayed deliveries
Sent emails - Pending delayed deliveries
From Manager > Sent mail > Pending delayed deliveries tab
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Deliveries can also be canceled or triggered from here.
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Delayed deliveries - All
From Manager > Delayed delivery
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