PDF Report Distribution by Email (Approve & Send)

How Distribution Works

This feature emails submitted reports from the previous business day as PDF attachments to outside recipients, such as business partners or general contractors.
Nothing is sent automatically. Eligible reports are placed in a distribution queue, and administrators or managers review the content on the distribution screen. Only reports where they choose "Approve & send" are actually emailed. Reports can also be skipped with "Don't send" if something looks wrong.

An administrator or manager opens the distribution screen to see the list of reports waiting to be distributed.
From the list, they open "Review content (same as the PDF)" to preview the exact PDF that would be sent.
If everything looks correct, they choose "Approve & send". At that point the PDF is generated and emailed to the configured recipients.
To skip distribution, they choose "Don't send". The report is removed from the queue and nothing is sent.

The PDF that gets sent reflects the report's content at the moment of approval. If the author edits and resubmits the report before it's approved, the updated content is what gets sent as the PDF.

Recipient email addresses are configured by an administrator in the PDF distribution section of Settings. The current recipients are also always shown on the distribution screen, so you can confirm who will receive the report before sending.
If no recipients are configured, or distribution is disabled, sending is unavailable from the distribution screen (only the "Don't send" action can be used).