Emailing individual report

Gordon Hughes
Gordon Hughes used Ask the Experts™
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I have a report from a database with 400 odd names
I would like to be able to email idividually all the people with the individual report, but do not know If it is possible, and if so, how to set this up

Gordon
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Most Valuable Expert 2012
Distinguished Expert 2018

Commented:
Just about anything is possible given enough time and money.

Sadly there isn't enough information provided to begin to formulate a response.

The only Topic Area provided is:  Databases.

What database are you using?
What is generating the report?
Do you have direct access to an email relay or server?
Éric MoreauSenior .Net Consultant
Top Expert 2016

Commented:
as already said, more information is required!

If you have a single report containing all the 400 names and you want to send each name its specific page, you will need to first cut the report in 400 different reports. Then I hope you have the email addresses somewhere.

But since we don't know what you have and what you need, we can't really get deeper!
Gordon HughesDirector

Author

Commented:
Hi All
I have an SQL database with members information for a club, need to comply with GDPR
The members have a renewal date of 1/04/2019
I would like to send each member a pdf document showing the information we hold on the system
I have created a crystal report which shows the information, so would get around 400 reports.
Now the question is how to distribute it to the members, ideally would like to create a pdf file from the report 400 of them and then where the members have an email address, email them their details, using outlook with a read receipt option,.

The question is can this be done and if so how

Gordon
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Éric MoreauSenior .Net Consultant
Top Expert 2016

Commented:
I never use Crystal Reports as a standalone tool. Do you have a .Net application in front of it that could handle the report and email generation?
Gordon HughesDirector

Author

Commented:
Hi
No idont have a .net application
Gordon
Éric MoreauSenior .Net Consultant
Top Expert 2016

Commented:
I have added Crystal Reports to your topics to help you find more experts. Since you don't have a .Net front end, I can't help you
Most Valuable Expert 2012
Distinguished Expert 2018

Commented:
>>I have an SQL database

I assume SQL Server?  SQL is a query language used by most databases.  Please confirm so we can add the correct Topic Areas so the best possible Experts see the question.
Gordon HughesDirector

Author

Commented:
Hi Eric
How would you do this using a . Net application?
Microsoft SQL is a database platform and crystal reports is a method of creating reports from various database platforms
Gordon
Éric MoreauSenior .Net Consultant
Top Expert 2016

Commented:
.Net can be use to populate a report from Crystal Reports one email address at a time, save the PDF and generate the email.

I have an article showing the first part: https://www.emoreau.com/Entries/Articles/2016/10/Crystal-Reports-for-Net-revisited-10-years-later.aspx

Sending the email is another article.

But if you are not a .net developer, you are starting from too far to just simply reply to this question!

Commented:
Hi,

How do you run the Crystal Reports?
Are they executed from any front end application or using Crystal Reports Server?
Senior Consultant
Most Valuable Expert 2011
Top Expert 2013
Commented:
Ken Hamady has a list of scheduler applications for both the desktop and server.  Some are not very expensive and probably easier than writing your own application

https://kenhamady.com/productlinks/default.html#desktopsched
https://kenhamady.com/productlinks/default.html#serversched
https://kenhamady.com/productlinks/default.html#email

mlmcc
Ido MilletProfessor of MIS at Penn State Erie and Owner, Millet Software

Commented:
The feature you are looking for is called Report Bursting.
Some of the tools in the link provided by mlmcc support bursting reports to individual export files and emails.
Gordon HughesDirector

Author

Commented:
Thanks all
Top Expert 2011

Commented:
Bursting is an old school approach, which requires the report to be deigned in a special way. There are multiple issues with this approach, one is that the list of the recipient and the letter you are going to send will be in the same report. If you would like to send another letter to the same list of recipients or the same letter to a different list of recipients you will need to create another report. Eventually, you will end up with multiple reports, doing a similar thing, which will be a nightmare to maintain. A better approach is to use data-driven jobs. You will provide a SQL, which will retrieve the list of recipients from the database. The report will run against each record and will be sent to the right email (provided by the record). Here is a video demonstrating the feature: https://www.youtube.com/watch?v=CDfLNf3AU3M. The advantage is that you can use the same report with different SQL queries and the maintenance will be easy.

If you are still considering Bursting you can check Mail Merge in MS Word. It will do the same job with fewer efforts.

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