How To Article | HTA-20220531-LG-15 iProtect Access / Security | How To Articles |

Automatically email a report with transactions of a defined period.

Important: In this how-to we expect the mail server is configured correctly

Create the transaction you want to email.

At General, overviews, reports, extended event selection create an overview you want to email.

Select the period, and the event type (if blank you will see all events, please specify at “item” what you want to see, otherwise you get huge pdf files).

Additional at item select a table name and a value below it (not in this picture). Press the

button, the item will go to the middle box.

Be aware the event must contain the value(s) selected before it shows. The middle box is an “and” function. For example, you can choose a reader and a person in the middle box, but you can NOT select multiple readers or multiple persons.

If you want to select multiple readers or persons, you need to create a custom group for this at Installation > Database > Custom grouping.

Choose the sort order and at option choose “report”. Choose if you want a black and white pdf or a colored one in your mail. Choose a name for the at the email attached pdf.

Save the selection you make with the “preselection” button bottom right, choose “new” at option.

Give a name and an authorization group. Be aware All the authorization elements must be chosen below this group, otherwise you might not see all the events from persons or readers. Be sure to choose the same authorization group at every authorization setting in this article.

If you want to change the preselection, press the “preselection” button, and choose load at option. Select your preselection, change your settings, press the “preselection” button again and choose to replace. To delete select option delete and choose the one you want to delete. If you cannot delete a preselection it is used somewhere in the system.

Create a contact group.

Create a contact group where the email needs to be sent to.

At general, contact, contact group add a group.

For example, mail. Choose the authorization group used before.

Press on the + on the left of mail, press with the right mouse button on “contact list” and choose “Add Contact”.

Choose a person from the system, choose “email address” at means of communication.

Fill in the email address, again choose the authorization group used before.

Create an “addressed”

Go to general, settings, mail, addressed.

Create a mailing by pressing the right mouse button in the left part of the screen. Enter a name and choose Action “send mail reports”.

Click with the right mouse button on the created “addressed” and choose “add mailing list”.

Choose operation “not conditional” and select the contact group created.

Create an action to send the email.

At general, settings, action create a new action with clicking on the right button on the left part of the screen.

Enter a short and long description, choose operation “automatic” Action Selection “Send mail: addressed” at selection choose the report generated in the preselection.

At addressed choose the mail group you created on addressed.

XSLT stylesheet will format the text message, by default a default stylesheet will be used.

Create a procedure to send the mail.

Create a time zone

First create a time zone, when this time zone becomes active, we will send the mail with transactions, You can select more elements so you can use 1 time zone to send the report several times.

Go to access, settings, time zone.

Create a new time zone with clicking on the right button on the left part of the screen.

Enter a name and choose the authorization group used, press save, we do not want to use the graphical time selection. Click the right mouse button on the time zone created on the left and choose “add time zone element”

For example, for sending mail at Monday night 00:01

You can create more moments f needed.

Create a time zone event

At general, settings, time zone event create a new time zone event with clicking on the right button on the left part of the screen.

Choose the created time zone and the used authorization group.

Start and End date are not necessary unless you want to send the report for a specified period.

Create the procedure to send the email.

create a new procedure event with clicking on the right button on the left part of the screen.

Fill in a name at the procedure, choose subsystem “time zone event” and at event “time zone event new status”.

Choose “Alarmclock” at Table, Data1 “used”, Table option “one off” and at value1 the Time zone event we just created. Also enter the correct authorization group.

Press on the tab “Data” and choose at Data 1: “Status time zone event” and at Value 1: “Becoming active”.

Save the procedure and below will appear.

Press on the name “action list” and select the action we created before, save the record.

Your mail should now work.

Of course, you can try this not only on the time zone created, in the procedure you can also press the test now button.