You can save import parameters and create Recipient Import Tasks which will periodically check the data source for new and modified recipients and load these into NPrinting.
Download the NPrinting Training environment which may be found here NPrinting Training Material contains all files show in this tutorial. Extract the NP_Training.zip into the C:\NPrintingTraining folder.
NOTE: do NOT modify the recipient import file such that additional sheets are added. The file is a single sheet only. NPrinting does not support the use of a multi sheet xlsx recipient import file.
Open Recipient Editor to Create Recipient Manually
Select Recipients in the lower left navigation pane
Select Recipients in the upper left navigation pane
Click on Recipient in the New group of the tool bar
Configure Recipient - Identity & Distribution
Name: enter the recipient name, title or other identifier
Description: (optional) field to help identify recipient
ID: (optional) alpha-numeric field to assign a unique identifier to the recipient. If empty, entry in Name is used as the primary key in the recipient database. If ID is entered it acts as the primary key in the recipient database and Name becomes a secondary key.
Email: enter an e-mail address or a comma separated list of multiple e-mail addresses if needed
Folder: enter the path to a distribution folder where the recipient can find her/his reports (optional)
SubFolder: enter the name for a subfolder to the above folder (optional)
When sending reports to a recipient, all active recipient, task and report filters will be appliedinthe order: Task - Recipient – Report. Filters in an entity are applied sequentially in the listed order from top to bottom.
Filters created in the Recipient are not public and so, not available for independent application.
Define New Import Recipient Entity
Select Recipients in the lower left navigation pane
Select Recipient Imports in the upper left navigation pane
Click on Recipient Import in the New group of the tool bar
Import from File
Enter a Name for your Recipient Import entity
Select Import Type From File
Click on the From File icon in the Import group of the tool bar
NPrinting can import recipients from a variety of sources including text and Excel files, directory services using LDAP, as well as from Access, SQL Server, Oracle and many other databases through an ADO connection. When you import recipients, you need to map the information NPrinting needs to the columns in your recipient source. Once you do this, you can save your import parameters. You can then create an "Import Recipients" Task which you can schedule to check your recipient source regularly and import new and modified recipients.
We use an Excel file for simplicity in this example, but the steps are essentially the same for all sources.
Recipient Import Wizard: Select Your Source Type
Here we select the File Format of the source for our recipients. Use the ADO connection for databases other than MS Access.
Select the source File Format, Excel file (*.xls) even if your source file is an Excel 12 Workbook (*.xlsx) file
Click on the Next button
Recipient Import Wizard: Select Your Source File
Click on the browse button to find your source file
Browse to C:\NPrintingTraining\Recipients\
You will need to change the file type if it is different from Excel spreadsheet (*.xls)
Select your source file, RecipientsFiltersComplete.xlsx in our case
Click on the Open button
Recipient Import Wizard: Confirm File Selection
Click on Next to confirm your selection.
Recipient Import Wizard: Setting format parameters
Set the Data Formats parameters for the file you are importing. In this case:
The First row is set to 3 because the first two rows of the Excel file do not contain data
The row 1 contains field names
Show file header is selected because row 3 contains column headings
Click on Next
Recipient Import Wizard: Mapping Columns
Map the columns in your Excel file to the NPrinting fields to create your recipients. A description of the function of various NPrinting fields and the syntax for them is in the NPrinting Help file under the heading "Import recipients with filters & groups". See also: Filter Syntax, Parameters, and Options for Importing Recipients
Open the drop-down menu by clicking on the black triangle
Select the NPrinting field you want to map to that column
Click on the Next button to confirm your selections after having mapped all the fields that interest you (button hidden under NPrinting field selection window)
The only mandatory field is the Recipient Name (FullName) so be sure to map it. If you don't map an Excel column it will not be imported. You can also map CC and BCC adresses.
Execute Recipient Import
Click on Execute to import recipients and save import parameters
Click Back to go back and change import parameters
Load Recipients and Save Configuration
Click on Import to load recipients from your Excel file
Click on Save to save the import parameters; you can now create an Import Recipients Task which can check your source file for new and/or modified recipients on a scheduled basis using these parameters
Save Recipient Import Entity
Click on the Save and Close icon to save the Recipient Import entity. It contains all the parameters you set in the previous steps.
Open Import Recipient Task Editor
Select Tasks in the lower left navigation pane
Select ImportRecipient Tasks in the upper left navigation pane
Click on the ImportRecipient Task icon in the New group of the tool bar