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PDF and Email

Emailing PDF Files

While previewing a report, click the PDF/Email icon, then check the box for Attach and Email PDF Document when you are ready to email reports.

Delete PDF Document from local directory after attaching - This option is checked by default when the Attach and Email PDF Document option is selected. When checked the file will be deleted once the email has been sent. Otherwise it will be saved in the PDFReports folder inside the Property Share directory.

Email Address – Enter an email address(es) to send the report. The field will hold up to 128 characters and multiple email addresses can be entered by separating them with a semi-colon(;). Selecting the drop down box on the email field will display email addresses from the Email Address Book only. Email addresses entered that are not included in the address book are cleared from memory once the email is sent.

Email Address Book - Add, edit or delete email addresses for common/popular recipients by clicking the icon next to the email address field. The Delete All button will delete all current email addresses and the Print button will print the email address list.

Address Book Clean Up

If you have been using roomMaster prior to version 14, use the following steps to clean up email addresses that have been saved from sending emails with PDF attachments:

  1. Sign in to roomMaster as a Manager.
  2. Go to Reports > Dayend Close and Reprints > Dayend Close Reprint.
  3. Select the previous Audit date. The Report Preview screen will appear.
  4. Select PDF/Email.
  5. Click the icon next to the email address field to open the Email Address Book and select Export. Save the file to your Desktop.
  6. Open the file on your desktop with Excel. All email addresses that have previously been sent an email with a PDF attachment are included. Remove any email addresses that you do not want in the Email Address Book. Save the file.
  7. To clear all the previously saved addresses from the Email Address Book AND the ones that appear when the drop down box next to the Email Address field is selected, press Delete All. All email addresses will be removed from memory and the Email Address Book.
  8. Press Import and navigate to the edited file of email addresses saved on your desktop and press Open. The edited list of email addresses will be imported into the Email Address Book.

Note: All fields and options are cleared after each email is sent to avoid mistakenly sending an email to the incorrect person.

Email Message - Enter a message to be included with the email.

Predefined Message​

Generic messages can be created and saved to be entered with a single click when sending an email. For example, enter a standard message to include when sending a guest their folio, thanking them for staying with you.

  • Setup Predefined Messages - Create messages users can select to include in an email. Press Insert and enter a description, then enter a message in the free form message field. HTML code is supported for the message. Press OK when complete.

When Predefined Messages is selected, a menu list displaying the descriptions appears. Click on the message you want to include in the email to enter the predefined message. Multiple predefined messages can be added to the same email. You can also add necessary details about the particular attachment you are sending, if needed.