Sending Crystal Reports to Users via Email

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Crystal Reports requires an email client to be configured that can be used to send reports via email. Whereas email alarm redirection is performed in ClearSCADA using standard SMTP protocols, Crystal requires a third party email client to do the work.

Since Windows operating systems include Outlook Express as standard, this article describes the use of Outlook Express as the email client that Crystal can use.

Security settings in 'Microsoft Outlook' stop crystal reports from exporting as an email. This is due to Outlook not allowing third party applications to send mail using the Outlook client without notification. ClearSCADA and Crystal Reports requires that this be a seamless process ie. no dialogs displayed when this takes place.

The steps below describe configuring ClearSCADA and Outlook Express to export via email.

Create a Windows User Account

This is the computer user account that ClearSCADA will use to access the computer. Since ClearSCADA runs under the system account by default, it will need to use this account to be able to interact with the system to send the email.

This user account must have 'Logon as a Service' permission. Open 'Local Security Policy' under the Administrative Tools section of the Control Panel. Under 'Security Settings' expand 'Local Policies' Click on 'User Rights Assignment' and add this user account to Logon as a Service.

Log off Windows and log on as the new user you just created.

Setup and Test the Users Email

Open Outlook Express. If you cannot find Outlook Express in the Start Menu, enter msimn.exe from the Run option.

In Outlook Express:

• In the Tools menu, select Accounts.

• Click the 'Add' button and select 'Mail...'

• Enter in your display name and click 'Next'

• Enter in the email address you wish to use when sending emails and click 'Next'

• Setup the details of your mail server and click 'Next'

• Enter in the account name and password for your email account with the remember password selected. Then click Next.

• Click Finish.

• Close the 'Internet accounts' window

Test that this email account can be used to send email. If it will not work here, it will not work when using ClearSCADA.

Setup the default email client settings

There are some settings required in Outlook Express to allow external applications to use this email client.

• In the Tools menu, select Options

• Select the Security tab

• Deselect the 'Warn me when other applications try to send mail as me' field

• Select the Send tab

• Deselect the 'Save copy of sent messages in the Sent Items folder' option.

• Click OK to close the Options dialog.

Configure ClearSCADA Printing User

Now that a user has been configured and the email client has been configured, it is necessary to tell ClearSCADA the details of the user account it requires for sending emails and printing.

Configure the username, password and domain (if applicable) in the Server Configuration tool under System Configuration - Printing.

• Apply the changes and restart the ClearSCADA server.

Set Outlook Express as the Default Mail Client

So that ClearSCADA can use the email client configured, Outlook Express must be the default mail client.

• Open 'Add / Remove Programs' in the control panel

• Select 'Set Program Access and Defaults'

• Expand the Custom tab

• For Default Email Program select Outlook Express

Configure ClearSCADA to Export Report to Email

To configure ClearSCADA to redirect the report to email:

• On the Crystal Report, select the Export Format required. This file format will be used to generate the report and will be attached to the email transmission.

• On the Export Destination tab, select E-mail.

• Select a user to address the report to, ensuring that they have an email address configured in the user profile.

• Configure a Subject and Message if required.

All that is left to do is to Export the report and verify that it was attached to the email and sent as required.

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