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Email Delivery in TERA

Use this guide when a schedule should save the export and email it. It covers SMTP profiles, the schedule Delivery tab, template tokens, attachments, and common delivery failures.

Before you start​

  • An SMTP profile exists under Settings → Email (or you are ready to create one).
  • The report is registered and, if you will use parameter/formula/group tokens, metadata has been discovered.
  • Your license plan includes email/SMTP features.

Part A: Configure an SMTP profile​

  1. Open Settings → Email.
  2. Select Add Profile (or edit an existing profile).
  3. Enter Name, SMTP host, SMTP port, From email, optional From name, and credentials.
  4. Set Use SSL/TLS as required by your mail server.
  5. Enter a Test recipient.
  6. Select Save Profile, then Send Test Email.

Expected outcome: Success message that a test email was sent. Check the inbox for a TERA test email.

Settings Email tab with Add SMTP Profile form and Send Test Email

Full field-by-field setup is also covered in TERA Initial Setup. Come back here for schedule delivery details.

Part B: Turn on email for a schedule​

  1. Open Schedules and create or edit a schedule.
  2. On Report & Output, under Delivery, select Save to output folder and email.
  3. Open the Delivery tab.

Expected outcome: The Delivery tab is available and shows email profile, recipients, subject, and body.

Report and Output Delivery radios with Save to output folder and email selected

Schedule Delivery tab with Email profile, To, CC, BCC, Subject, and body editor

Step 1: Choose the email profile​

  1. In Email profile, select the SMTP profile to send with.

If the list is empty, add a profile in Settings → Email first.

Step 2: Set recipients​

  1. Enter To (required). Separate multiple addresses with commas.
  2. Optionally enter CC and BCC the same way.

Recipient fields can include variables, for example {param:Email} or {burst:Email}, when those fields exist on the report or burst row.

Use the variable insert control next to each field to pick tokens instead of typing them.

To field with variable insert menu open showing available tokens

Step 3: Subject and body​

  1. Set Subject (required). Default is often {scheduleName}.
  2. Write the body in the rich-text editor. The body must be valid HTML (the editor produces this for you).
  3. Insert tokens with the variable menu where needed.

Default body example: <p>Attached is your scheduled report: {reportName}.</p>

Email body rich-text editor with toolbar and variable insert control

Token reference​

  • System: {scheduleName}, {reportName}, {runAt}, {outputFileName}, {outputFormat}
  • Parameters: {param:ParameterName}
  • Burst fields (when bursting is enabled): {burst:FieldName}
  • Formulas: {formula:FormulaName}
  • Groups: {group:N:name}, {group:N:condition}

Formula and group tokens resolve when the schedule runs (from report metadata discovered in Report Library → Fields).

Step 4: Attachment​

  1. Leave Attach exported file to email checked to include the PDF/Excel/CSV in the message.
  2. Uncheck it if recipients should only get a notification (the file still saves to the output folder).

Attach exported file to email checkbox on the Delivery tab

Step 5: Save and test​

  1. Select Save Changes / Create Schedule.
  2. Select Run / Run Now on the schedule.
  3. Confirm the file in the output folder and the email in the recipient inbox.
  4. Check Run History for email status on the run.

Expected outcome: Run succeeds with email sent (or a clear email failure message if SMTP rejects the message).

Run History entry showing successful run with email sent status

How run results report email​

After Run Now, TERA may report:

  • Success with email sent
  • Success with warnings (export worked; email had warnings)
  • Report exported, but email failed (file on disk; fix SMTP/recipients)
  • Email was not sent (save-only delivery, or email not configured)

Common mistakes​

  • Delivery mode still “Save to output folder” — The Delivery tab only applies when email delivery mode is selected.
  • Empty To — At least one To recipient is required to save an emailing schedule.
  • No email profile — Choose a profile on the Delivery tab.
  • Empty or non-HTML body — Use the rich-text editor; blank bodies are rejected.
  • Burst tokens without bursting — {burst:...} only works when Advanced bursting is enabled and fields exist.
  • Test email works, schedule email fails — Check recipients, attachment size limits, and Run History email status; SMTP auth can still fail for large attachments.

Next steps​

  • Report Bursting in TERA — Per-row emails with {burst:Email} and mapped parameters.
  • Monitoring and Troubleshooting TERA — Failed email status and service logs.