You will need a loop. You can also choose to PDF each record and send it as an attachment.
What is your structure? Do you have a Student table as well as a grade table ( multiple quarters, semesters, etc )?
Right now I am treating my database as a flat file system with just one record and no relations.
Can you live with a text email instead of an email based off the screen layout? Unless you use an email plugin, you can not send Rich / HTML emails. FileMaker can only send text emails. That it why I suggest using a PDF if you need the layout.
Thanks for giving me this boost up. I sent this note and got this response from filemaker.com. So I thought it would do this easily. I only have about 190 kids so I guess I could do a find each individual and create the PDF/email but I sure thought it could be done automatically. I hate to think of doing this process for each student, nine times this year.
Thank you for contacting FileMaker Customer Support.
Question: I have created a checklist of student work. I also made a layout to give to each student that shows what each student has done from the checklist. Before I purchase this, can I email the found set layout (progress report) to each student's home (an email address that is a field in the record)?
Answer: Yes, this can be done in FileMaker Pro 10. Please reference the FileMaker Pro 10 User's Guide fore for more information: http://www.filemaker.com/downloads/pdf/fmp10_users_guide.pdf
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I didnt say that it had to be done manually. You can script it so that it loops though each record in your found set, saves it as a PDF, and then emails them. However, this would be a lot faster if were a straight text email since you dont have to wait for the PDF to be generated. That is why I asked.
Your script should be something like this: ( switch out the "filewin:" for "filemac:" if on a mac )
Go to Record [ First ]
Set Variable [ $path; "filewin:" & Get ( TemporaryPath ) & StudentLastName & "_" & StudentFirstName & ".pdf" ]
Save Records as PDF [ No Dialog; $path; Current Record ]
Send Mail [ via SMTP Server; No Dialog; To: StudentEmail; $path ]
Go to Record [ Next; Exit After Last ]
I am sorry, I did not mean you. The note and the sales people at filemaker said on the phone that it would email the layout of the found list to each individual student. I will try to input and run the script that you just set forward for me and see how it works for me. Thanks in advance. I have been involved in computers since 1972 and the more I think I understand, the more I find that I understand very very little of the world of computers.
I have been working on this for hours and am getting no where I have tried to add the script you sent me but I do not understand what I am doing wrong. I seem to be having problems with the variables and path (all new and almost greek to me) can I email my 1.2mb partially populated (use only leslie freeman record) and see what I have not been able to do with the script "student" is the field for student and "pn1 email" is where the email for student parents(s) will be stored Please contact me privately (top of this page - right side - Envelope icon).
I have sent you a private message (top of this page - right side - X Messages).
I am also a faculty member and use FileMaker to track my students' work. My issue is exactly the same as the original poster, so let me see if I am correctly understanding the e-mail situation in FM 10:
I use a layout that displays the information I wish to e-mail for all of the records in a Found set. This layout contains fields that include General Text (like would be found in an e-mail letter), along with Name, Email Address, Grade1, Grade2, etc.
I go to File>Send Mail... but there is no way to have the multiple fields of General Text, Name, Grade1, Grade2, etc. (i.e., the complete contents of the record as displayed in the specific layout in use) sent to each person unless the record is saved as text or a pdf??
This seems to defeat the purpose of the layout, but if it is a limitation of FM, I can understand that. It's just that all the help and manuals seem to imply the contents of a record could be e-mailed. Maybe it is just a single field that can be sent??
Please tell me if I am misunderstanding the situation. Thank you.
The contents of a record can be emailed, but you can't format that data using a layout and then include that data in the body of your email. You can either construct a text calculation that combines your different fields into a single plain text message in the body of your email or you can generate a PDF of your layout and send it with your email as an attachment.
There are email plug ins available from third part developers that may give you more options.