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 (to a distribution list and to selected location contacts, depending on the selected setup option), manual email sent via the server, or manual email sent via the device.

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

If the email is sent via the server (see Automatic Email Distribution List below):

• The email information (Email From Address, Subject, and Body) is static and cannot be changed.

• The email is sent to a distribution list and selected location contacts, depending on the selected setup option. 

• The Source (sender) email address is defined on the Inspection Email Options page.
• Depending on the setup in Report Settings:
  • Only one report can be attached per email. (Default setting)
  • Inspection reports are attached to one email.
  • Inspection reports and the Call Summary report are attached to one email.

If the email is sent via the device (see Manual Email to Location Contacts below):

• 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 technician's email is displayed as the Source (sender).

Automatic Email to Distribution List and Location Contacts

You can set up the system to automatically email inspection reports to a distribution list and/or to location contacts that the technician selects when completing an appointment, depending on the option you select. The Inspection Email Options must be set up for the specific report to enable the email to the distribution list.

Setting up Inspection Report Email Mode

1. In MobileTech Administration, select Setup Options.
2. On the Setup Options window, in the Report Settings section, for InspectionReportEmailMode, choose from the following:
   
   • Do not send inspection report emails: This is the default value. When selected, the inspection report is not automatically sent. The technician can manually send the report from the device.
   • Send when inspection report is first created: Sends the inspection report when the technician syncs after creating the report. The report is sent automatically to the designated recipients in Inspection Email Options.

   • Selected or entered by technician: Sends the inspection report(s) related to an appointment when the appointment is completed to the designated recipients in Inspection Email Options. The technician can also select one or more Contact email addresses to send the inspection report(s). The technician can also enter new contacts and customers' email addresses. This option allows technicians the ability to add a contact on-the-fly.

3. Select Save.

Setting up Inspection Report Options

The distribution list is specified in the Inspection Options window in MobileTech Admin.

1. In MobileTech Administration, select 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. Select Save.
4. In MobileTech Client, after a technician saves a new appointment inspection report, an email with this report attached is automatically sent when the appointment is completed, provided the Inspection Email Options exist for the corresponding inspection template.
   

Manual Email to Location Contacts

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 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."

Manual Email to Location Contacts 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 appointment is completed. 

1. In MobileTech Administration, select 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 who created the report.
   • Email Subject: The subject of the email message.
   • Email Body: The body text of the email message.
3. Select 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 when the device is synced.

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, select 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.