Set up Email Options for an Inspection Report (optional)

An inspection report can be emailed in one of three ways, automatic email sent via the server, manual email sent via the server, or manual email sent via the device.

If the email is sent via the server:

• The email information (Email From Address, Subject, and Body) is static and cannot be changed.
• Only one report can be attached per email.

If the email is sent via the device:

• The device's email client opens with the email information populated, but this can be edited.
• Multiple reports can be attached per email as long as their inspection regarding entity corresponds to the same location.

The automatic email can only be sent to a set distribution list as defined in the MobileTech Admin Inspection Email Options, see Automatic Email Distribution List below.

The Job Safety Analysis inspection report automatic email is set up in the Report Email options window. See Set up Report Email Options.

Automatic Email to Distribution List

Option 1: Automatic Email to Distribution List via Server

This option sends an email via the server any time a new inspection report is created to a set distribution list after the device is synced. The distribution list is specified in the Inspection Options window in MobileTech Admin. The inspection does not need to be related to any entity.

1. In MobileTech Administration, choose Setup  Options, and then select Options > Inspection Options. The Inspection Email Options page is displayed.
2. Set up the following information to automatically send inspection reports to the specified email address(es).
   • Inspection Source
     All active/published inspection templates are available in the drop-down except for the Job Safety Analysis.
   • Email Technician
     This checkbox defaults to marked so that the technician also receives the inspection report. This field is required if the Email To Addresses is blank. Both fields can be populated.
   • Email To Addresses
     Enter the email address(es) that will automatically receive the inspection report.  You can enter multiple email addresses as long as they are separated by a comma. This field is required if the Email Technician checkbox is not marked. Both fields can be populated.
   • Email From Address
     This is the email address that the report shows as being sent from, regardless of the technician that created the report.
   • Email Subject
     The subject of the email message. 
   • Email Body
     The body text of the email message.
3. Choose Save.
4. In MobileTech Client, after a technician saves a new inspection report, an email with this report attached is automatically sent during the next sync as long as the Inspection Email Options exist for the corresponding inspection template.
   

Manual Email to Location Contact(s)

Notes:

• In order to send an inspection report to a location contact, the inspection has to be regarding an entity that has a location (appointment, equipment, location, or service call).
• If the inspection's regarding entity is no longer on the device (for example, an appointment is completed), the user will receive the following message: "Regarding Entity is no longer on the device. Do you want to fetch it from the server?" By selecting Yes, the entity is retrieved from the server (internet connection needed) and the report can be emailed.
• If the user ran the inspection report but didn't save it, they will receive a message that states: "No Report File exists for this Inspection. Please run and save Mobile Report."

Option 2: Manual Email to Location Contact(s) Via Server

This option is a manual email that is created by the technician and sent to the location contact(s) they select. The email is sent via the server after the device is synced. 

1. In MobileTech Administration, choose Setup  Options, and then select Options > Inspection Options. The Inspection Email Options window is displayed.
2. The following fields are automatically set up upon installation.
   
   • Inspection Source
     Select SERVER EMAIL DELIVERY, which lets the technician select which location contact(s) to receive the report as an email attachment. 
   • Email Technician
     Mark this option so that the technician also receives the inspection report. This field is required if the Email To Addresses is blank. Both fields can be populated.
   • Email To Addresses
     Leave this field blank as the report will be sent to the location contact(s) the technician selects. However, you may enter email addresses to automatically receive the inspection report without the technician needing to select the location contact(s). Multiple email addresses must be separated by a comma. This field is required if the Email Technician checkbox is not marked. Both fields can be populated.
   • Email From Address
     This is the email address that the report shows as being sent from, regardless of the technician that created the report.
   • Email Subject
   • The subject of the email message.
   • Email Body
     The body text of the email message.
3. Choose Save if you have made any changes.

4. In MobileTech Client, a technician manually selects an Inspection from the ‘Completed’ view and then clicks on the “Email” button to open the Location Contact list. After selecting the desired location contact(s) and clicking ‘>’ Next, the email is sent the next time the technician syncs.

Option 3: Manual Email to Location Contact(s) Via Device

This option is a manual email that is created by the technician and sent to the location contact(s) they select. The email is sent via the email client on the technician's device. The Inspection must be related to an entity (appointment, equipment, location, or service call) that has a corresponding location. Server email delivery is the default method with the installation for sending inspection reports. To send the inspection report from the device's email client, you will need to remove the SERVER EMAIL DELIVERY row from the Inspection Email Options window. 

1. In MobileTech Administration, choose Setup Options, and then select Options > Inspection Options. The Inspection Email Options window is displayed.
2. Delete the SERVER EMAIL DELIVERY row of information by selecting the row and then selecting the Delete icon.
3. Select Save.

4. In MobileTech Client, a technician manually selects an Inspection from the ‘Completed’ view and clicks on the “Email” button to open the list of available inspection reports for that location. Multiple reports may be sent in one email provided they are all related to the same location. After selecting the report(s), the technician clicks the email icon to open the Location Contact list. After selecting the desired location contact(s) and clicking ‘>’ Next, the device’s email client will open a new email editor with the attachments and email to addresses. The email can be edited before it is sent from the technician’s email provider.