Email Report, Form, or Map as a PDF

Modified on 2020/08/07 17:00 by Adam — Categorized as: Uncategorized

Each map, report, and form has the ability to be emailed directly from Surety and Surety Pro. This feature saves time by bypassing your personal email service to send a map, report, or form. You can send the email to more than one email address, attach multiple files, even add a personal signature.

Problems with sending Email or recipients receiving email?

Email PDF button¶

After generating a form, map, or report, email the document as a pdf attachment by clicking on the Email PDF button.

(note: this button will only be available if you are viewing the reports as a webpage. See: Options Page)

The Send Email window will appear.

Contact List¶

If there are email addresses that you frequently send to, add them to the Email list to quickly select them from a drop down.

Click the Edit Email Lists

In order to add an email address to the list click on the plus icon.

Enter an email address

Designate if you are sending To or From this email

Click Submit

If you would like to add more emails to the list, click on the plus button. You can modify the entries in the list by selecting the entry an clicking the pencil icon. To delete an item, select the address and select the trash icon. Refresh the list by clicking the arrows icon.

Click the X button to close the window and return to the send email page.

Click on the To and From email field and now you are able to select the appropriate address from the list.
Note: Any emails saved to the client records will appear within the To: drop down list automatically.

CC Email Addresses¶

In order to Add an email to CC to, click on the Add CC email button.

Enter an email address and click add.

It is possible to keep adding emails to the cc list. when you are done, click the x button to close.

Click the trashcan button next to the email address to remove that cc'ed address.

Make PDF Non-Editable (mobile friendly)¶

There are 2 main reasons that you can use the Make PDF Non-Editable (mobile friendly) option.

The recipient will open the attachment on a mobile device that is running IOS (Apple products such as iPads, and iPhones)

Flatten the PDF to restrict the recipient from using a basic pdf viewer to edit what is within the textboxes on the map or form.

Note: If you plan on opening the sent map using a design software such as Adobe Photoshop, DO NOT make the PDF Non-Editable.

Attach Shape File¶

Automatically attach a shapefile, kml, or job file of the selected or drawn border by using the Attach Shape File link.

Select which type of shapefiles you would like included to be sent with the email. Note: the selection will be remembered when you use the email function again. The name of the attached zip file can also be defaulted from here so that it is named something specific every time Email PDF is used. The name will be able to be modified on a per email basis still if you set a default name.

If any of the shapefiles are being attached, the zip file name will be able to be modified on a per email basis. This is useful when sending directly to navigation systems such as AgPilotX.

Add Attachment¶

You can add another attachment (in addition to the attached map/form and shapefiles) to the email as well as configure a signature to always appear at the bottom of the message by clicking on the Email Options link.

To Add one or more attachment simply click on the Browse button.

Locate the desired attachment on the local computer or device and click open.

You can see what files you have attached and delete them by clicking on the trash icon next to them. Image file types (jpg, png, etc.) will display a preview of that file for easy reference.

Signature¶

To setup a signature, Click on Edit Signature

Type in the text field how you want your signature to display.

Submit the Signature by clicking on done.

The Signature will appear automatically in the message field when sending an email from now on unless it is deleted in the Email Options again.

Note: The signature text area supports HTML code to customize your signature.

Enter a subject for the email.

Enter a Message above the signature if desired.

Click Send Email to deliver the map as an attached pdf document and the message to the entered email address(es)

A message will appear letting you know it was sent.

Problems Sending Email¶

If your recipient is reporting that your emails are not being received or you are getting undelivered notifications back to your inbox and you have confirmed that the To: address is correct in its spelling and format, then the messages may be getting blocked by a company's email firewall system. The messages may be deemed unauthentic, malicious, or spam because the address that the messages are being sent from is actually our server's address and not from your email address's domain that is beign placing in the "From" address.

To remedy this we have included the option of sending the message directly from the Services@agridatainc.com address and including the From Email in the cc line.

Simply place a check mark in the box to use it. Note: this option will stay checked for future emails until it is manually removed

If an email that was sent using the services@agridatainc.com is responded to using the "Reply" function, then the reply will be directed automatically to the the address in the initial "From Email" address that was input.

Surety® Pro ONLY feature¶

Using Surety^® Pro's Forms Designer or a Custom Form Request, setup your custom form to email to one or more recipients automatically upon a save by using the emailThisForm script.

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