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 which site’s and 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. The site picker starts on the active site, not on “All sites” — set it deliberately.

1. Open the PDF & email tab.
2. Under Contacts, enter the recipient’s Name and Email address.
3. With multiple sites, pick the site: “All sites” = they get a separate email from every site’s diary, or pick the single site whose log they should receive.
4. With multiple plants, pick the plant: “All plants” = every plant of that site, or one plant.
5. Click Add.
6. 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).

The two assignments filter together

“With a plant assigned, they only get that plant’s log.” Site and plant are separate filters and both apply: “All sites” + “All plants” = an email about every closed diary in the organization (a separate PDF per site and per shift); one site + “All plants” = only that site’s diaries. What is set shows as a badge next to the recipient’s name — that is the source of truth, check it there.

When it goes out — the level matters

The Contacts list is shared: every site’s recipients sit in one list, and the level comes from the site picked on the row. Dispatch however (automatic sending on/off, delay, email template, file name) is set per level — the top of the tab tells you which one you are editing: “Which level are you editing? The company base applies to ALL sites; the active site applies only to it (reach the others with the header site switcher).”

So even with an “All sites” recipient: if a site has “Automatic dispatch after the shift ends” switched off at its own level, nothing goes out from there. Switch to that site in the header and check its level too.

If it worked

At the configured time the system sends the closed diary’s PDF to the recipients — a separate email per site and per shift, each with its own PDF attachment. 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.
Only one site’s PDF arrives	The recipient is assigned to a single site (the badge next to their name shows it).	Set the site picker to “All sites” on that recipient’s row (pencil icon → save).
Nothing arrives from one site even with “All sites”	That site has no active, timed shift schedule (without times the system cannot tell when the shift ends), or automatic dispatch is off at that site’s level.	Check the site’s shift schedule, then its dispatch level.
A recipient gets every plant’s PDF	They are not assigned to a plant (“All plants”).	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.