AX3215

Emailing a snapshot of an Axiom file

You can email a snapshot of a spreadsheet Axiom file using the E-mail feature. Axiom Software creates a snapshot copy of the file and attaches it to an email. The copy can then be viewed outside of Axiom Software by someone who may have no access to the system. When you use this feature, Axiom Software creates a snapshot copy of the file just like it would if you used the Snapshot feature.

The email can be sent using your default email client (such as Microsoft Outlook), or you can send the file using the Axiom Software Scheduler email service. Note that the Scheduler email service does not support HTML format for email.

NOTES:  

  • The name of the emailed file is either Sheetname_snapshot (if the snapshot contains only one sheet) or FileName_snapshot (if the snapshot has multiple sheets). The name cannot be changed.
  • You can also email snapshot copies using the File Processing feature. File processing is typically used when you want to automate the process and employ multipass processing to send the same file to different people using different data. The E-mail feature is best used to send "one-off" snapshots as needed.

To email a snapshot copy of an Axiom file:

  1. Open the file in Axiom Software.

  2. On the Axiom tab, in the File Output group, select E-mail.

    NOTE: In systems with installed products, this feature may be located on the Main tab—either directly on the ribbon or under Publish.

    The E-mail Active Workbook dialog opens.

  3. For Send As, select Snapshot.

  4. For Send using, select one of the following:

    • Outlook: Send the email using the default email client on your local machine (for example, Microsoft Outlook). The name of this option may be customized for your organization.

    • Axiom Mail Service: Send the email using the Axiom Software Scheduler email service.

  5. Complete the following Snapshot Options in the dialog:

    Option Description

    Send file as

    Select XLS, XLSX, XLSM, or PDF. XLSX is selected by default.

    Include

    Select one of the following:

    • Entire Workbook: All sheets are included in the snapshot (except Control Sheets and hidden sheets, which are always removed).
    • Active Worksheet Only (default): Only the active worksheet is included in the snapshot.

    Formulas

    • Convert All Formulas (default): All formulas are converted to values.

    • Retain Excel Native Formulas: Axiom formulas are converted to values, but Excel formulas are left as is. Note that if an Excel formula references a sheet that is not included in the snapshot, that formula will be converted to a value.

      NOTE: If the file contains a pivot table, this option must be selected in order for the pivot table to work in the snapshot copy.

    This option does not apply if PDF is the selected file type.
  6. Click OK.

If you selected to send the file using your default email client, then a new email message opens, with the snapshot file attached. You can then specify the recipient, subject, and body text for the email, and then send it.

If you selected to send the file using the Axiom mail service, then an E-Mail dialog opens so that you can specify the recipient, subject, and body text for the email. In the address boxes (To, Cc, and BCC), you can either type an email address, or click the button to select an Axiom Software user. If you select a user, the email will be sent using the user's email address as defined in Axiom Software security. When you click OK, the email settings are saved to the database, to be sent the next time the Scheduler SMTP Email Delivery task is run.

Notes for administrators

If desired, you can customize the name of the default email client option. By default, "Outlook" is used because most clients have Microsoft Outlook on their client machines. To customize the name, use the DefaultEmailClientName system configuration setting. For more details, see System configuration settings.

See also