Emailed Reports

Emailed reports

System → Emailed reports · 5.3.0

Some reports have an Email button beside PDF. It sends the report to the person who pressed it - and only to them: there is no box to type somebody else's address. This page decides what that email carries. Administrators only.

The first report with Email is the "what if" before deleting a directory source, and Preview on Imported people.

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The three ticks

Tick any of them - at least one. In the body and As an attachment are ticked to start with.

Tick	What the email carries
In the body of the email	The report itself, readable in the email without opening anything
As an attachment	The PDF. It opens wherever the email is read - even where nothing can reach FreeITSM
As a download link	A link instead of the file. It opens only for the person it was sent to, signed in, until it expires

If the only way ticked cannot carry a particular report - a report with no version for the body, or download links before Database Verification has run - the PDF is attached instead, so the report still arrives.

3 MB at most. A report bigger than that is refused with a message saying so - save it with PDF instead. The limit is the same on Microsoft 365, Gmail and SMTP, because Microsoft 365 refuses anything much bigger once the file has been encoded for email.

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Which to choose

If FreeITSM can only be reached inside your network, keep As an attachment ticked. A link in an email read on a phone, or at home, cannot open a page nobody outside can reach - the attachment can. This is why the attachment is there.

If you would rather reports did not sit in mailboxes, tick As a download link alone. The email holds only a link; the file stays in FreeITSM, opens only for its owner, expires, and can be revoked.

Both is fine too: the email says the report is also attached.

When the link tick is shown, a warning under it appears if FreeITSM's address looks unreachable from elsewhere - localhost, a private IP address, a .local name, a name with no dot, or no address set at all. Set the Public web address under Tickets → Settings, or keep the attachment.

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Download links

Question	Answer
Who can open one?	Only the analyst it was sent to. Signed out, the link asks them to sign in, then carries on to the file. Anybody else - another analyst included - is told it is not theirs
For how long?	1, 7 or 30 days, chosen on this page (7 to start with). An expired link says so
Can I stop one early?	Yes - Revoke on this page. The file is deleted at once
What happens to old files?	A scheduled job, Emailed report links tidy-up, runs daily: it deletes the files of expired and revoked links, and removes them from the list 90 days after they expired. Nothing to set up
Where is the file kept?	Inside FreeITSM, in a folder the web cannot reach. Only the link opens it

Download links need a table that Database Verification adds. Until it has run, the page says so, and the body and attachment carry on working.

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The list and the activity

Download links lists every link sent: who it was sent to, the file, when it was made and when it expires, how many times it was downloaded, and whether it is active, expired or revoked - with Revoke.

Recent activity lists each link sent, each download, each revoke and each tidy-up - and each refusal, with the reason (another analyst, expired, revoked, unknown link) - with the analyst and their IP address. The same events are kept in the system log.

Every report emailed, sent or not, is also in the email send log as Report emailed to self.

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See also

• Imported people - the first report with Email
• Email send log
• Emailed reports - Developer Guide