Chapter 3. Distribute Reports

3.1. Overview
3.2. Enable Report Distribution
3.3. Distribute Reports by Email
3.3.1. Email Connection Settings
3.3.2. Dynamic Email Connection Settings
3.3.3. Email Each Report to One Recipient
3.3.4. Email Each Report to Multiple Recipients
3.3.5. Text Email Messages
3.3.6. HTML Email Messages
3.3.7. Beautiful Responsive HTML Emails
3.4. Attachments
3.4.1. Configure Attachments
3.5. Upload Reports
3.5.1. cURL Integration
3.5.2. FTP
3.5.3. File Share
3.5.4. FTPS
3.5.5. SFTP/SSH/SCP
3.5.6. HTTP/WebDAV
3.6. Send SMS Messages
3.6.1. Twilio
3.6.2. Text

Your partners might need their reports to be sent through various distribution channels. Most of them will prefer email but others will rather use FTP. Some customers might have their own automated software systems to further process the reports and might expect the files to be placed in a specified remote location. Others might have more strict security related requirements and will prefer the FTPS protocol. In some scenarios the generated reports should be made directly available to the customers through an enterprise like portal, such as Microsoft SharePoint .

In order to support these scenarios, DocumentBurster offers a broad range of destination types like email, local files, FTP, FTPs, SFTP and TFTP, Windows shared drives, UNIX Samba servers and WebDAV servers. WebDAV protocol is used to distribute the reports to enterprise web portals such as Microsoft SharePoint , Oracle Portal or SAP NetWeaver .

In order to distribute the reports, the following configuration needs to be checked.

In DocumentBurster main window select Actions , Configure , General

Distribute reports to Email, FTP ... - If checked, the generated reports will be distributed as part of the bursting process, otherwise no. Default value is unchecked.

DocumentBurster can distribute reports using a Microsoft Exchange email server or using any other SMTP compliant email server. It is also possible to distribute reports using POP3 email servers like Hotmail , Yahoo! Mail , Gmail , etc.

In order to distribute reports by email, the email server connection settings should be properly configured.

In DocumentBurster main window select Actions , Configure , Email , Connection Settings

The email configuration is straightforward. The most important settings are the host, the user name, the password and the port. If an email server with SSL or TLS support (e.g. Gmail , etc.) is used then the appropriate checkboxes need to be selected.

Send Test Email can be used to test that the provided email settings are correct.

Note

If required, a network or IT administrator from your organization should be able to give further help in configuring the email server settings.

Important

If there is a firewall or anti-virus software which is enabled in-between DocumentBurster and the email server, in such case, the protecting software might need to be configured and allow DocumentBurster to send emails as a good and trustable citizen.

If required, using variables, the email connection settings can be dynamically filled at run-time when the reports are being distributed.

For example, your organization might have few departments (e.g. human resources/payroll, financial/accounting, travel department, etc.) and each department will need to distribute their own set of reports. Payslip reports (which are being distributed by the human resources/payroll department) should be sent using the payroll@yourcompany.com email account, invoices should be sent using finance@yourcompany.com and so on.

Variables, which are described with more details in Chapter 5, Variables , can be used to achieve such a requirement. Instead of hard-coding the sender email account as being payroll@yourcompany.com or finance@yourcompany.com, using variables, it is possible to dynamically fill the email connection details when the reports are being distributed (at that time the sender is known).

When sending the reports, the dynamic variables $var0$, $var1, etc. will be appropriately evaluated with the configuration settings for either payroll@yourcompany.com or finance@yourcompany.com. For more details about Variables please check Chapter 5, Variables .

DocumentBurster can be configured to send rich HTML formatted email messages in order to add color, images, headings, bulleted lists, emphasized text, underline key points, or to make some of the words bold.

Configuration

Select the HTML email checkbox and define the HTML message with valid HTML code containing the message which needs to be distributed.

Image Paths

DocumentBurster resolves all image paths used in the HTML code starting from ./templates parent directory.

For instance, the image logo.png is defined in the invoice.html having the relative path src="html-basic-example/images/logo.png", starting from the ./templates parent directory.

Mobile, WebMail and Desktop Trends

We tracked nearly 1 billion emails every month throughout 2015.

In the second half of 2015, opens made on mobile devices surged, going from 49% in June to 54% in November—a 10% increase. This matches trends we’ve seen in prior years where consumers are more likely to rely on portable devices. Webmail and desktop opens have also steadily declined throughout 2015, each dropping 13% since January.

https://litmus.com/blog/top-10-most-popular-email-clients-of-2015

Responsive Email Templates

Designing responsive HTML emails can be hard. DocumentBurster makes it easy.

DocumentBurster comes with Foundation for Emails which is a simple framework to quickly create responsive HTML emails that work on any device and any client.

http://foundation.zurb.com/emails.html

There are four responsive email templates available in ./templates/html-mobile-responsive-emails/templates/base

All four email templates have been tested across 40+ email clients and devices.

1. Basic - View Demo - https://litmus.com/pub/85a1b19

This template is perfect for sending a basic but nice looking responsive email.

2. Hero - View Demo - https://litmus.com/pub/6d34a4c

Want to include a snazzy hero image in your responsive email? This template is for you!

3. Sidebar - View Demo - https://litmus.com/checklist/public/f6f3c9d

This template includes a sidebar area for a list of links, perfect for linking to additional content.

4. Sidebar Hero - View Demo - https://litmus.com/checklist/public/c00b7d3

Want a sidebar and a hero image? Let's go crazy! This template combines the Sidebar and Hero templates.

Resources

Out of the box DocumentBurster attaches to each email message the file which is extracted for the corresponding burst token. This is the most common scenario and it is supported using the default program configuration.

Sometimes a different situation might be required

Use case example

The requirement is to send electronic invoices via email. The invoice is formed by a PDF which is the graphical form of the invoice, and an XML file which contains the details of the invoice.

By some countries law, it is required to send both files in order to consider this as a valid invoice.

The above requirement can be achieved by defining both files as an attachment for the output emails

Furthermore, the files can be archived and sent together as a single zip file.

In DocumentBurster main window select Actions , Configure , Attachments

Archive Attachments

  • Archive all attachments together - If selected, DocumentBurster will archive (zip) all the attachments together. If configured to distribute reports, DocumentBurster will deliver to the relevant recipients the archived (zip) file containing all the corresponding files. Default value is unchecked.
  • Archive File Name – Name for the archive file. Default value is reports-$burst_token$.zip.

DocumentBurster software can upload business reports through most of the existing network protocols including FTP, Windows File Share, FTPS, SFTP/SCP/SSH, TFTP, HTTP, HTTPs and WebDAV. WebDAV is an extension of HTTP protocol and DocumentBurster can be used to upload reports to any web server which has WebDAV support.

DocumentBurster closely integrates with cURL , a Swiss-army knife for doing data transfer. Through cURL, DocumentBurster can distribute reports via HTTP or FTP with or without authentication, it works over SSL, and it works without interaction. Actually cURL (and thus DocumentBurster ) supports distributing files and data to a various range of common Internet protocols, currently including HTTP, HTTPS, FTP, FTPS, SCP, SFTP, TFTP, LDAP, LDAPS, DICT, TELNET, FILE, IMAP, POP3, SMTP and RTSP.

cURL - http://curl.haxx.se/

Cross platform

cURL is portable and works on many platforms, including Windows, Linux, Mac OS X, MS-DOS and more.

On Windows, DocumentBurster package distribution is bundling together a recent version of cURL. So, if your organization is running DocumentBurster under Windows, there is nothing more to download or install in regards with cURL.

For other UNIX like systems, such as Linux and Mac OS X, the appropriate cURL binaries distribution should be properly downloaded and installed. In addition, the cURL groovy scripts which are bundled together with DocumentBurster are written for Windows usage and should support small adjustments to be made ready for usage under Linux/UNIX.

Further cURL resources

cURL is a tool for getting or sending files using URL syntax. The URL syntax is protocol-dependent. Along with the URL for the required protocol, cURL can take some additional options in the command line.

For complete cURL documentation you can follow

People use DocumentBurster to email invoices, payslips or other financial reports to customers and employees. In addition to an email your customers can also get an SMS message like:

With an average SMS open rate of 99% you can see why sending SMS messages to your customers is useful.

DocumentBurster can be configured to send SMS text messages through Twilio.

Twilio (pronounced TWILL-e-o) is a cloud communications (IaaS) company based in San Francisco, California. Twilio allows sending text messages using its services. Twilio's services are billed based on usage.

Configuration

First step is to register an account with Twilio. It's fast and free to get started. You can use your existing Twilio account if you already have one. Follow this link to register your new Twilio account.

https://www.twilio.com/try-twilio

Twilio requires two credentials for sending SMS messages. The Account SID , which acts as a username, and the Auth Token which acts as a password. Follow this link to learn more about your Twilio Account SID and Auth Token .

What is the Auth Token, and how can I change it?