Summary
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.
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:
Replenishment
Overstock
Inventory KPIs
Year on year
Stock, sales and commitment
Aging analysis
Stock history
Delivery schedule
Goods received notes
Assembly schedule
Compare warehouses
Assortment
You can also email the stock orders list. Some use case scenarios are:
Notifying approvers that purchase orders are awaiting approval by filtering on the relevant order status
Informing warehouse teams which orders are due to arrive by setting an expected date range and filtering by destination warehouse
Receiving a warning for overdue orders by setting an expected date range in the past, and filtering by order status or remaining quantities
Automating report emails
On clicking "Emails", you'll be directed to a page listing emails which have been sent from Inventory Planner. Click "+ New email" > Automate report emails to create a new one.
You will be prompted to configure the following fields:
Field | Description |
From | The email address the report will be sent from |
To | The email address(es) to send the report to |
CC, BCC | You can click the three dots to copy and blind copy additional email addresses |
Subject | The subject line of the email |
Attachment | 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.
Note that setting a date range will only provide results for that range. Omit the date range if you only want data for the most recent period. |
Schedule | 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. |
Message | Set the body of the email. For example, you may wish to highlight the filters or explain the purpose of the report. |
Automating stock orders list emails
To create a new automation for emailing the stock list, click "+ New email" > Automate stock orders list emails.
It's similar to creating an automation for a report, with the exception of the "Attachments" section.
When creating an automation for the stock list, you can choose:
Field | Description |
Report type | Choose between:
|
Filters | Instead of offering a specific warehouse drop-down menu, use the filters to filter your export by the destination, replenishment, and/or source warehouse.
You can also apply any other order-related filter.
Note that it's not recommended to set a date filter here as they won't update. Instead, use the dynamic date filter. |
Date | Choose between the following dynamic date ranges:
The dates included in the ranges will update automatically based on today's day. |
Date type | Choose whether the date range relates to the order's expected date or created date. |
Columns | Choose which columns to include for a stock orders list email.
All fields are included for stock order line items. |
File sizes
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:
Frequency | Every... | On... | Stop... |
Daily | [X] days |
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Weekly | [X] weeks | Pick as many as needed:
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Monthly | [X] months | Pick one date between the 1st and 31st, or select "Last day of month" |
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Yearly |
| Pick a month and a day |
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Note: The precise timing of automated reports depends on the time the nightly sync finishes, which can vary depending on the amount of data being synced. If your automated reports are arriving too late, please get in touch with Inventory Planner support to have your nightly sync time set earlier.
Automations page
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.
Note: If the automated report is rejecting a valid email address, please contact Support as we may need to whitelist the domain linked to the email before it can be used for your automations.
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
The recipient(s)
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.
Email history
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
Any attachments
The from, to, CC and BCC email addresses
The subject line
Any errors
Which automation triggered the email
