How to E-mail Reports

There are two steps to emailing reports instead of printing them:

 

For help with common issues, see Troubleshooting Common Problems.

Step 1 – Configure the MailClient Job Class

  1. Go to System > Setup > Job Classes tab.
  2. Select the MailClient job class in the job classes table. The details for that job class fill out in the Details subtab.

  1. Click the Edit Default Properties button in the Details subtab.

The system displays the Mail Client Configuration dialog:

Click here to see field definitions.

Important: To send reports via e-mail, the Millennium® process server that runs the MailClient job will attempt to connect directly to the server listed in the SMTP Server field by default. This is known as “anonymous SMTP relay.” If the server normally requires a username and password the Enable SSL option is recommended. Contact your network administrator or e-mail service provider for more information. Someone should be assigned to regularly check the From Name and From Address mailboxes for any message delivery errors or replies from customers. For more on message delivery errors, see Troubleshooting Common Problems.

  1. Fill in the appropriate values for the dialog.
  2. Enter the Hostname, by default when the MailClient job initiates the SMTP session it sends a “HELO” command with a hostname value of the server the job runs on (the process server). This setting allows clients to overwrite that value to anything they want. This is useful when clients are having issues with being blacklisted by SMTP services.
  3. Optional. Select the Enable SSL check box if you wish to use the .NET version of the job. Only select this option if the new .NET Process Server has been setup and has been made capable of running the MailClient job.

Important: For now the system only supports Office 365 (however, other SMTP providers may work with this, but they just have not been tested).

  1. Optional. Enter the Username and Password to connect to the SMTP server to send emails securely.
  2. Click the OK button.

You have now configured the MailClient job to e-mail reports.

Step 2 – Configure a Report to Be Sent Via E-mail

Configuring a report to be e-mailed during processing is relatively easy and only required once per report. Perform the following steps:

  1. Find the report you wish to e-mail.
  2. Right-click on the report, a menu opens.

  1. Select Properties. The system displays the Report Properties dialog.
  2. Click on the Output tab. The system displays the Output page:

  1. Select your desired file type from the Output Format drop-down list.
  2. Select the Email  radio button.
  3. Enter an e-mail address in the associated field:

Use the following format: user@domain.com. If you want to send the report to multiple addresses, separate them by commas; for example:

user1@domainA.com, user2@domainB.com

 

  1. Select Default System Temp Directory . It will default to the Temp directory specified in the System > Setup > Directories tab in M3.

 

However, if you elect to send it to another directory, enter that directory’s UNC path.

  1. Under Filename, enable Specific Filename .

Be sure you enter a name that is descriptive of the report and end it with an appropriate file extension.

Important: If you do not include an extension or the file name is assigned automatically, the system assigns it the .PRN extension by default—no matter what Output Format you specified, which results in an unreadable file for the client.

See The Report Properties Dialog for further explanations of the fields on the Output page.

  1. Click the OK button.
  2. Ensure the report is included in the list of reports to be run when a payroll is processed.

Note: If multiple reports are set up to be e-mailed to the same address, they will be grouped together and sent in one e-mail.

You have now configured this report to be sent via e-mail when you process payrolls.

Troubleshooting Common Problems

Job Queue Error

E-mail is normally a very reliable method of communication; however, it is not a guaranteed delivery service. In most cases, a report that is not sent to the e-mail recipient generates an error in the job queue. Most e-mail servers will also return a delivery error when a message does not go through properly. This is commonly referred to as a “non-delivery report” (NDR).

Below are two examples of a job queue error for the MailClient job class.

Example 1

Sending mail

Unable to connect socket, error 10049

 

If you receive this error and are confident you have correctly configured the MailClient job class’ required fields, try rebooting your process server.

If the error persists, double-check for any spelling mistakes in your configuration. Also, ensure you have provided a valid SMTP or IP address to your mail server.

Example 2

SMTP Server Error 550 5.7.1 Unable to relay for user@domain.com

 

Two scenarios can cause this error:

  • The “anonymous SMTP relaying” is not enabled on the e-mail server (usually the sender’s e-mail server). This is a case where the job queue will display an error. The sender’s mailbox will also get a copy of the NDR.
  • It has been stopped by a SPAM filter. SPAM filters are great tools for reducing junk mail; however, they can also make troubleshooting delivery problems difficult. Overly aggressive SPAM filters will often “drop” or “discard” a message it assumes is SPAM. This will often result in no message to the intended recipient and no NDR to the sender.

In this case, you should call the person to whom you are trying to send the message. Troubleshoot the problem by first sending them a regular e-mail message with no attachment from the same mailbox that you have set up to send your reports.

If the problem continues (the message is not being delivered), contact your network administrator or e-mail service provider.