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How can I burst and auto send by email, an Invoice batch with a tag consisting of only an email address where several invoices are tagged with the same email address ?

ISSUE:

I am creating a bulk PDF from Crystal Reports with the email address tagged into the page header.  I want to be able to create one PDF per invoice and then auto email each page to the appropriate email.  I do not want one PDF containing multiple invoices, based on email address.   Is this possible?

  

 ANSWER:

PDF-eXPLODE functionality allows you to either: 

  • combine all invoices into one PDF and send that PDF attached to one email  OR
  • separate each Invoice (into separate PDFs)  in the same process batch and send each PDF attached to separate emails OR
  • you can separate each Invoice into PDFs and provided they are all going to the same email destination, you can configure PDF-eXPLODE to send ONE email with each Invoice PDF attached

 This is how you do it – two methods, one simpler than the other.

 

Method 1 

Crystal Reports DESIGNER

  1. Open a text object and place it either in the header or footer or a detail (but not group) section on a single line.
  2. Make the Text object width stretch the  whole line but inside the right/left margins
  3. Make the text object Font – Arial/ 7 pitch /white font (ONLY when in production otherwise BLACK font color when testing)
  4. Type this inside the text box including setting up spaces between front and back <pdfexplode>

 <pdfexplode>   </pdfexplode> 

  1. Now drag the {InvoiceNo} data field in your designer and place it between the front and back <pdfexplode> nodes. Type a comma (,) after the {InvoiceNo} field and one space
  2. Now drag the {Email} field and place it after the comma and before the right <pdfexplode> node. Your tag will look like this <pdfexplode>{InvoiceNo}, {email}</pdfexplode>
  3. Save the report and run.
  4. Now do EITHER of the following
  • Export the Crystal Report to PDF and place the master PDF into any folder/ open PDF-eXPLODE from the desktop shortcut and clear the evaluation screen/ keep open at the Print queue/ now left click on the PDF just created and KEEP LEFT MOUSE –FINGER DEPRESSED and drag the PDF towards the white space of window/ mouse cursor will become a + over the white space of the print queue window. Now release left mouse button as if to “drop” the file there/ Starts exploding and emailing with a file name of {InvoiceNO}yymmdd_hhmmss.pdf or {InvoiceNo}.PDF if the Date/Time file stamping is configured. (see image below)

 

  • PRINT to PDFeXPLODE printer from Crystal Reports and PDF-eXPLODE creates the master PDF in the default sub-folder 'PDFs' ,  then explodes, emails and archives each exploded PDF with a file name of {InvoiceNo}yymmdd_hhmmss.pdf or {InvoiceNo}.PDF if the Date/Time file stamping is configured. (see image below) 
  •  IF you want the file name to be formatted with some text in front of the Invoice No like Invoice 42596.PDF,  then simply add the text “Invoice “ or “Invoice_” in front of the {InvoiceNo} field in the Text Object (aka PDF-eXPLODE tag).
  • This method cannot be configured to send one email with multiple PDFs attached.

 

 Method 2 – Use Variables in PDF-eXPLODE configuration and make changes to Crystal Report design

  

 PDF-eXPLODE CONFIGURATION 

  1.  Go to the Variables sections once the Options screen opens and complete the screen as shown below so that the filename will be appropriately defined.

 

  

2.  In your Mail Settings screen, type your email subject and message as follows:

 

This method allows you to insert/merge the “Variables” coming from your Crystal Report into the email.

PDF-eXPLODE sorts tag purely based on the tag contents excluding the <pdfexplode> nodes and INCLUDING any spaces or characters between the tag text. so two emails for different invoices will be combines into one PDF in the order they are encountered in the master PDF. Hence when you add the Invoice no field, the two tags will now be different

You can also combine multiple exploded Invoice PDFs to one email by checking the box below which says "Attach multiple exploded PDFs to one email (same destination)". 

 

However, this setting will only work in Method 2 and not Method 1.  Please see point 7 & 8 below for an explanation.

  Crystal Reports DESIGN 

  1. Open a text object and place it either in the header or footer or a detail (but not group) section on a single line.
  2. Make the Text object width stretch the whole line but inside the right/left margins
  3. Make the text object Font – Arial/ 7 pitch /white font (ONLY when in production otherwise BLACK forecolor when testing)
  4. Type this inside the text box including setting up spaces between front and back <pdfexplode>

<pdfexplode>   </pdfexplode>

  1. Now drag the {InvoiceNo} data field in your designer and place it between the front and back <pdfexplode> nodes. Type a percent (%) after the {InvoiceNo} field
  2. Now drag the {Email} field and place it after the '%' .  Your tag will look like this:  <pdfexplode>{InvoiceNo}% {email}</pdfexplode>
  3. By placing a '%' between the {InvoiceNo} and {Email} database fields, we have explicitly created two "sections" in the tag - a Variable section (values - up to 9 that are terminated by a '%') and an Email section (with one or more email addresses shown as separated by comma or semi-colon. 
  4. if two or more pages have an email section tag that are identical (including spaces and/or commas/semi-colon), then the exploded files created by the relevant tags can be consolidated/attached  under one email
  5. Save the report and run

 

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