You can use Inventory Planner to email predefined reports to selected recipients according to your preferences. This article shows you how to set up and configure the emails to suit your needs.
Creating email reports
To create automated email reports, go to the left-hand side menu and click Account > Emails. Alternatively, navigate to the report you wish to email and click "Email".
The reports available to email are:
Year on year
Stock, sales and commitment
Good received notes
On clicking "Emails", you'll be directed to a page listing emails which have been sent from Inventory Planner. Click "+ New email" to create a new one.
You will be prompted to configure the following fields:
The email address the report will be sent from
The email address(es) to send the report to
You can click the three dots to copy and blind copy additional email addresses
The subject line of the email
Configure the report you wish to send by selecting:
You can also attach multiple reports by clicking "Attach report".
If accessing the page from a specific report, this section will automatically inherit that report's details.
Choose how often the report gets emailed, from:
Picking an option will then give you access to further configuration. See the next section for more information.
Set the body of the email. For example, you may wish to highlight the filters or explain the purpose of the report.
Note that Inventory Planner cannot attach files that exceed 10MB. Make sure you use the filters and only include columns relevant to the report you're emailing. If you are unsure what size your report will be, perform a test export a CSV to check the file size.
You can also preview the report by clicking on these icons in the "Attachments" section:
The eye icon will take you to the report filtered to your parameters, and the cloud icon will download the report as a CSV file.
Scheduling and automating reports
Reports only become automated if you define a report schedule. If a schedule isn't defined, Inventory Planner will only send the report as a one-off email.
When you set a schedule:
Inventory Planner sends emails based on the schedule you set
The schedule becomes an Automation and appears on the Automations page
To automate reports, configure the "Schedule" section when creating an email.
There are a range of schedules to choose from, each of which has a slightly different set of configuration options:
Pick as many as needed:
Pick one date between the 1st and 31st
Pick a month and a day
When you schedule emails, you'll be able to see them in the Automations list. Clicking into a specific email automation lets you view and configure your settings, view past emails and send test emails.
To access the Automations page, click Account > Automations in the left-hand side menu. You'll be taken to a page listing your current automations.
Click on the name of an automation to be taken into its individual page.
Clicking "Edit automation" will take you to the settings, allowing you to edit them if necessary.
Clicking "Send test email" will trigger the automation regardless of its schedule.
At the bottom of the page, you'll view a record of past emails associated with the automation. The record for scheduled emails lists every time the email was sent with the following details:
The date and time the email was sent
Which report was sent
You can also hover over the "i" icon to view some additional details, including the schedule at the time the email was sent, the to/from email addresses and the subject line.
For a detailed log regarding the automation, click "Automation history". The automation history provides a timeline of all events related to the automation, including times when it was actioned and the date and time of any changes made to the rule.
To see a list of all emails sent, go to Account > Emails. There, you'll see every email sent from Inventory Planner, along with:
The date and time the email was sent
The from, to, CC and BCC email addresses
The subject line
Which automation triggered the email