Reports and Email

Project Notes builds communications from your saved project data:

• Send Notes for one saved meeting note
• Meeting Notes Report, Status Report and Tracker Items Report for a whole project
• Project Email for the project team or one contact attached to the project
• Share Location to email a link or a file attachment

Each one ends in a draft in your mail application. Send Notes and plugin emails go there directly; the others first open a dialog where you pick the recipients and options. Nothing leaves your machine until you press Send in your mail application.

Set the integration up once before using any of this. See Email and Meeting Setup.

Save before you start

Reports are built from what is saved, not from what is on screen. Project Notes saves the open record for you when you start a report, but if a note or a tracker item is open and unsaved somewhere else, save it first.

Project Notes also checks again right before handing a draft to your mail application. If the project's data changed after the review opened — someone else's sync came in, or you edited the project in another window — it stops with "The source data changed" instead of sending stale content. Close the review and start the report again to pick up the current data.

Sending one meeting note

1. Open the project note, or right-click its row in the project's Notes tab.
2. Choose Send Notes.

There is no review step. The draft opens in your mail application with the meeting attendees as To recipients. If the note has no attendees, the draft opens unaddressed, so add the recipients there.

The notes are formatted into the body of the message. There is no attachment and no format choice.

Project email and location sharing

Right-click a project in the sidebar, project list, or project page and choose Project Email… to start a message to its team. Right-click a team member or a meeting attendee and choose Project Email… to preselect that contact. Both actions use the Project Email subject and body configured in Settings → Email Templates; contact.name and contact.email refer to the contact clicked and are empty for a project-team message. The review offers the same recipient editing and saved-audience controls as report emails. Save or update an audience by name and optionally make it the project-email default. A contact action preserves the clicked recipient instead of automatically loading that default.

On the Contacts page or a contact's own page, choose Email… to start a blank message to that contact, even if they are not attached to a project. This action uses your configured email integration but does not apply a project template or offer project audiences.

To send someone a contact's details, right-click a contact, team member, or meeting attendee and choose Email Contact…. There is no review step: the draft opens in your configured email integration with that person's vCard (.vcf) attached and no recipients, so you address it in your mail client. Export Contact… on the same menu saves the .vcf file instead.

In the project's Locations tab, right-click a location and choose Share as Attachment…. Web URLs also offer Share Link…. Local locations must point to an existing file to be attached. URL attachments are downloaded into the application cache before the review becomes ready; downloads have a 50 MB limit and a 60-second timeout. Download errors appear in the review and prevent creating an incomplete draft.

Location sharing uses the same saved audiences as reports. Choose an existing audience, adjust recipients, or save a new audience and optionally make it the sharing default. Configure the subject and body using the Share Location email type. Its fields include location.description, location.url, and location.fileName; keep {{ content.body }} in the body to include the link or attachment description.

Create Email Draft dialogs do not display the subject or email body. Project Email and Share Location drafts still use their configured templates; plain contact emails and contact cards start with an empty body, and Email... on a person opens a draft directly. Adjust recipients and audiences where offered, then choose Create Email Draft. Review, edit, and send the message from your mail client. Cached downloads and attachment copies are deleted when Project Notes closes, so save or send the draft before quitting.

Running a project report

1. Right-click the project, on the Projects list or on its own page.
2. Choose Reports, then Meeting Notes…, Status… or Tracker Items….
3. The Run report dialog opens and starts preparing.

Which report

The Report dropdown lets you switch between the three reports without closing the dialog. Reporting date sets the date printed on the report and available to templates as report.date.

Generate internal report, called Include internal meetings on the Meeting Notes Report, brings internal-only material into the output. Leave it off for anything a company will see. See Presenting to Companies.

Turning on an internal report also checks your recipients: Project Notes warns you if the managing company isn't set in Settings > Preferences, and again if any selected recipient falls outside that managing company. Either warning shows above the recipient list so you can catch a company contact before an internal report reaches them.

The Tracker Items Report adds two filter rows:

• Include tracker items — Tracker, Action, or both
• Status — New, Assigned, Resolved, Deferred, Cancelled

New and Assigned are on by default, which is the usual open-items list.

Changing any of these rebuilds the report immediately.

What should happen with it

Two choices:

Save the report prepares the report and asks where to put it. Nothing is sent and no email client opens. The save dialog offers PDF or HTML, starting in your Documents folder with a filename built from the project number. Turn on View report after save in Settings > Preferences to have the saved file open once it is written.

Email the report creates a draft for the recipients you select.

Email details

Pick a Format:

Format	Result
Inline HTML	The report is the body of the email. Nothing to open, nothing to download.
HTML attachment	The email carries a standalone HTML file.
PDF attachment	The email carries a print-ready PDF.

Then choose recipients under Send to and click Send Email.

With Microsoft 365 drafts selected as your integration, the draft is created in your mailbox and opened in Outlook on the web. With iCloud, the draft is created in iCloud Mail, but iCloud provides no link to the new item, so open Drafts to review it. With the other integrations, your mail application opens with the report and recipients already filled in.

Choosing recipients

Recipients come from contact records attached to the project. A contact with no email address cannot be selected, and you cannot type an address into the dialog. To include someone new, add them as a contact and put them on the project team.

The recipient panel shows every candidate with the reason they qualify, such as Receives status reports or their team role. Above the list you get the running count and the unique To, Cc and Bcc totals. Each row has a checkbox and a role dropdown.

Select all and Clear work on the whole list. Reset recipients returns to the report's starting selection.

Without a saved default, the Status Report and the Tracker Items Report start with the team members marked Receive Status on the project's Team tab.

Saved audiences

An audience is a named recipient selection stored on the project.

• Type a name in Save audience preset and click Save audience to store the current selection.
• Pick one from the Saved audience dropdown to load it. The checklist updates at once.
• Set as report default makes the chosen audience load automatically the next time you run this particular report on this project.

Audiences are shared across a project. One saved while running a Status Report is offered for the Tracker Items Report, the Meeting Notes Report and the Schedule Meeting dialog on the same project. Defaults are not shared: each report keeps its own, and the dropdown marks the current report's default.

Plugin reports that use the recipient panel, such as the IFS Cloud plugin's status and tracker reports, share the same saved audiences and the same per-report defaults.

Because meetings use Required and Optional rather than To, Cc and Bcc, an audience crossing between the two stores Required as To and Optional as Cc. A report's Bcc recipients load as Optional.

Templates

The wording around each report comes from Settings > Email Templates. The generated report itself sits in a protected block that a template cannot drop or duplicate, so you can rewrite everything around it safely. See Email and Meeting Setup for the editor and the field list.

Temporary files

Rendered reports and staged attachments live in the application cache folder until Project Notes closes. Send or save an open draft before you quit, or its attachment may be gone when you come back to it.

Related Documentation

• Email and Meeting Setup — One-time setup for mail and calendar handoff
• Scheduling Meetings — Invitations from a project
• Project Page — Team members, Receive Status, and status report items
• Notes Page — Writing the meeting notes these reports draw from
• Presenting to Companies — Keeping internal material out of company communications