Automated file distribution by mail/to FTP

Owned by Renato Barcelos
Last updated: Apr 23, 2024
8 min read

 

Overview

After a task is completed, its file can be automatically sent to an email address.

This can be applied to any task, but its main use is to automate the delivery of final files to customers.

Automated deliveries are set at a customer level from Manager/Sales > Rolodex tables > Customers.

Setting up

From a customer’s info page, click on “Automated file distribution” at the bottom:

 

At the bottom of the page, click on “Add new email distribution” or “Add new storage distribution” depending on the type of distribution necessary.

Email distribution

After clicking on “Add new email distribution”, a popup with the following fields will appear:

  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” 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.

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 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.

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.

  1. Select the email that should be sent. The provided template is selected by default.

  2. Select whether the resource in charge should be notified.

  3. Select specifics resources to notify. This field includes all resources with the Administrator, Department Supervisor or Manager roles.

If no resource is selected, no notification will be sent.

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”

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.

Setting up the storage distribution

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

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.

 

 

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.

  1. Select the email that should be sent. The provided template is selected by default.

  2. Select whether the resource in charge should be notified.

  3. Select specifics resources to notify. This field includes all resources with the Administrator, Department Supervisor or Manager roles.

 

Monitoring file deliveries

File deliveries using a storage server can be monitored from Manager > File delivery.

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”:

Setting up a delayed distribution

  1. 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.

  2. Select how many days before the linked date the delivery should start. If 0, the delivery will start on the linked date.

 

If a delivery has been delayed, an icon on the task number column and on the order number column will indicate it:

 

 

This icon will open a page showing all the delayed deliveries of the order, when they are scheduled for, as well as their current status:

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

From the tab in the Sent emails page, all currently pending emails with a delayed delivery can be seen.

Deliveries can also be canceled or triggered from here.

Delayed deliveries - All

From Manager > Delayed delivery

From the Delayed delivery page, all delayed deliveries in the system, both sent and unsent, can be seen, as well as when they are scheduled for and when they were delivered.

Like in Pending delayed deliveries, deliveries can be triggered immediately or canceled.

 

The Emails tab will also include an indication if the logged email was a delayed distribution.

Clicking on this icon shows the details of the distribution: