Infor SyteLine4 min readNetray Engineering TeamUpdated March 4, 2025

How to Set Up Report Email Distribution in SyteLine

Email distribution transforms SyteLine reports from pull-based tools requiring manual execution into push-based information delivery systems. By configuring automated email distribution, critical manufacturing reports arrive in stakeholder inboxes at precisely the time they need them. This guide covers SMTP configuration, distribution list management, attachment formatting, and troubleshooting common email delivery issues in SyteLine reporting.

Configuring SMTP Email Settings in SyteLine

Configure the SyteLine email subsystem through the Utility Configuration form under the Email tab. Set the SMTP server address, port number (typically 25 for internal relay or 587 for TLS), and authentication credentials for the sending account. Configure the sender email address and display name that recipients see, using a functional address like reports@yourcompany.com rather than a personal email. Enable TLS encryption for SMTP connections when routing through cloud email providers like Office 365 or Gmail SMTP relay. Test the configuration by sending a test email through the SyteLine email test utility, verifying delivery to both internal and external recipients.

Set SMTP server address and port in Utility Configuration > Email tab (port 587 for TLS)
Configure sender address as a functional mailbox like reports@yourcompany.com for professional delivery
Enable TLS encryption for Office 365, Gmail, or other cloud SMTP relay services
Test email delivery to both internal and external recipients using SyteLine's built-in test utility

Creating Distribution Lists and Recipient Groups

Define email distribution lists for each report or report category using the Distribution List Management form. Create recipient groups aligned with organizational roles such as 'Plant Managers', 'Production Supervisors', 'Finance Team', and 'Executive Leadership'. Each group can contain a mix of internal SyteLine users referenced by their profile email and external recipients specified by direct email addresses. Configure conditional distribution where different recipient groups receive the same report with different parameter scopes, sending site-specific data to site managers while executives receive consolidated multi-site summaries. Maintain distribution lists centrally to ensure consistent updates when staff changes occur.

Create role-based distribution groups: Plant Managers, Supervisors, Finance, Executive Leadership
Mix internal SyteLine user profile emails with external stakeholder email addresses
Configure conditional distribution sending site-filtered data to local managers and consolidated to executives
Maintain centralized distribution lists for single-point updates on staff changes

Configuring Report Attachments and Email Templates

Configure the report attachment format for each distribution schedule, selecting between PDF for formatted viewing, Excel for data analysis, and CSV for system integration. Set attachment size limits to prevent email delivery failures, typically capping at 10MB for most corporate email systems. For reports exceeding size limits, configure the email to include a hyperlink to the report on the SSRS web portal instead of an attachment. Customize email body templates with report summary information including key metrics extracted from the report data, execution timestamp, and parameter values used. Include a footer with the scheduled report name, recurrence pattern, and contact information for the report administrator.

Select attachment format per distribution: PDF for viewing, Excel for analysis, CSV for integration
Set 10MB attachment size limit with fallback to web portal links for oversized reports
Customize email body templates with key metric summaries and execution metadata
Include report name, schedule pattern, and admin contact in email footer for traceability

Frequently Asked Questions

Why are SyteLine report emails not being delivered?

Common delivery failures include SMTP authentication errors when service account passwords expire, TLS certificate mismatches when connecting to cloud email relays, and corporate spam filters blocking automated emails. Check the SyteLine email log in the Background Task Log for specific error codes. Verify that the sender address is whitelisted in your email security gateway. For Office 365, ensure the sending account has an Exchange Online license and that SMTP AUTH is enabled for the account.

Can SyteLine email reports to external customers or vendors?

Yes, SyteLine can distribute reports to external email addresses. However, configure SPF, DKIM, and DMARC records for your sending domain to prevent emails from being flagged as spam. Create separate distribution lists for external recipients and apply content filtering to exclude sensitive internal data like cost and margin information. External report emails should use PDF attachments rather than Excel to prevent data manipulation. Limit external distributions to 50-100 recipients to avoid triggering anti-spam rate limits.

How do I include report summary data in the email body instead of just an attachment?

Configure the email template to extract key metrics from the report dataset using the Report Summary feature in the scheduling configuration. Define 3-5 summary metrics like total order value, record count, or exception count that are calculated during report execution and inserted into the email body template. This gives recipients a quick preview without opening the attachment. Summary extraction adds 5-10 seconds to report execution time but significantly improves email engagement rates by 40-60%.

Key Takeaways

1Configuring SMTP Email Settings in SyteLine: Configure the SyteLine email subsystem through the Utility Configuration form under the Email tab. Set the SMTP server address, port number (typically 25 for internal relay or 587 for TLS), and authentication credentials for the sending account.
2Creating Distribution Lists and Recipient Groups: Define email distribution lists for each report or report category using the Distribution List Management form. Create recipient groups aligned with organizational roles such as 'Plant Managers', 'Production Supervisors', 'Finance Team', and 'Executive Leadership'.
3Configuring Report Attachments and Email Templates: Configure the report attachment format for each distribution schedule, selecting between PDF for formatted viewing, Excel for data analysis, and CSV for system integration. Set attachment size limits to prevent email delivery failures, typically capping at 10MB for most corporate email systems.

Need help setting up automated report distribution in SyteLine? Netray can configure comprehensive email delivery workflows for your reporting needs.

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