Set the PDF report recipients

The PDF produced from the closed diary is emailed by the system, at the configured time, to the recipients. Here you set who they are (name + email), and with multiple plants, which plant’s log they receive.

Before you start

• Permission: the recipient-management right — tenant_role:manage.
• Where to find it: the PDF & email tab in the management area.

Steps

Adding a recipient to the Contacts. With a plant assigned, the recipient only receives that plant’s log.

1. Open the PDF & email tab.
2. Under Contacts, enter the recipient’s Name and Email address.
3. Click Add. With multiple plants, assign the recipient to the right plant.
4. Set the “If nobody finalized” policy — what should happen when a shift’s diary was not closed (whether the PDF still goes out, and with what content).

Plant assignment

“With a plant assigned, they only get that plant’s log.” So a manager only receives the PDF of their own plant, not all of them.

If it worked

At the configured time the system sends the closed diary’s PDF to the recipients. The PDF’s look comes from the report template; the recipient list is managed here.

Common problems

What you see	Why	What to do
No “PDF & email” tab	You do not have the tenant_role:manage permission.	Ask your admin.
A recipient did not receive the PDF	Wrong email, spam, or the diary was not closed in time.	Check the address; the “If nobody finalized” policy decides what happens without a close.
A recipient gets every plant’s PDF	They are not assigned to a plant.	Assign them to the right plant if they should only get that one.

Related

Build the report template (the diary PDF)The look of the PDF the recipients receive.

View closed diaries and the PDFThe same PDF is also available in the archive.