Send an Email with a PDF attached

There are many posts on how to automatically generate of a PDF receipt and email it by leveraging SSRS. Here is how it went for me.

  1. Create a report that shows the details required.
  2. Create a parameters table.
  3. Subscribe to the report using the parameters table.
  4. Create a stored-procedure to populate and fire the subscription.

On a version of SQL Server Reporting Services (SSRS) that supports data-driven-subscriptions (DDS) I created a report called ‘SingleInvoice’ with one input parameter ‘invoice number’.

Outside of this report, in preparation for the DDS, I created a data source pointing to the local [ReportServer] database.

Within the [ReportServer] database I created a table called [dbo].[InvoiceParams]

CREATE TABLE [dbo].[InvoiceParams](
	[InvoiceNumber] [VARCHAR](100) NULL,
	[ToEmailAddress] [VARCHAR](200) NULL,
	[CCEmailAddress] [VARCHAR](200) NULL,
	[BccEmailAddress] [VARCHAR](200) NULL,
	[ReplyToEmailAddress] [VARCHAR](200) NULL,
	[IncludeReport] [BIT] NULL,
	[RenderFormat] [VARCHAR](20) NULL,
	[Priority] [VARCHAR](15) NULL,
	[Subject] [VARCHAR](150) NULL,
	[Comment] [VARCHAR](150) NULL,
	[IncludeLink] [BIT] NULL,
	[Active] [BIT] NULL,
	[DateInserted] [DATETIME] NOT NULL
) ON [PRIMARY]
GO

ALTER TABLE [dbo].[InvoiceParams] ADD  DEFAULT (NULL) FOR [CCEmailAddress]
ALTER TABLE [dbo].[InvoiceParams] ADD  DEFAULT (NULL) FOR [BccEmailAddress]
ALTER TABLE [dbo].[InvoiceParams] ADD  DEFAULT (NULL) FOR [ReplyToEmailAddress]
ALTER TABLE [dbo].[InvoiceParams] ADD  DEFAULT ((1)) FOR [IncludeReport]
ALTER TABLE [dbo].[InvoiceParams] ADD  DEFAULT ('PDF') FOR [RenderFormat]
ALTER TABLE [dbo].[InvoiceParams] ADD  DEFAULT ('Normal') FOR [Priority]
ALTER TABLE [dbo].[InvoiceParams] ADD  DEFAULT ((0)) FOR [IncludeLink]
ALTER TABLE [dbo].[InvoiceParams] ADD  DEFAULT ((1)) FOR [Active]
ALTER TABLE [dbo].[InvoiceParams] ADD  DEFAULT (GETDATE()) FOR [DateInserted]
GO

To simplify the stored procedure I defined default values for all the columns I would not be dynamically populating.

Next I created a Data-driven subscription on the report with a schedule in the past – so it would never fire. For Destination I chose E-Mail.

Within the subscription I edited the dataset and chose the previously created shared data source [ReportServer].

I added this query before clicking ‘Apply’….

SELECT * 
FROM dbo.InvoiceParams
WHERE Active = 1;

Back in the New Subscription form, I completed the Delivery options like this …

Within the user database I created this stored-procedure …

/*==================================================
  Author:		Richard Smith
  Create date:	10 Jul 2020
  Description:	To Email PDF receipts - demo version
  Test: Exec [dbo].[EmailReceipts] 'INV123456789',
            'Richard.Smith@company.com'
  =================================================*/

ALTER PROC [dbo].[EmailReceipts]
    @InvoiceNumber VARCHAR(100),
    @ToEmailAddress VARCHAR(200),
    @Subject VARCHAR(150) = 'test subject',
    @Comment VARCHAR(150) = 'test body',
    @SubscriptionID NVARCHAR(260) = '987654321' 
                       /* Report = "SingleInvoice" */
AS
BEGIN
    SET NOCOUNT ON;


/* 1 Save the inputs */

    INSERT INTO [ReportServer].[dbo].[InvoiceParams] 
            (InvoiceNumber, ToEmailAddress, [Subject], Comment)
    VALUES (@InvoiceNumber, @ToEmailAddress, @Subject, @Comment);


/* 2 Trigger subscription. Which will send the report (+ inputs) to the email-subsystem-queue */

    EXEC [ReportServer].[dbo].[AddEvent] @EventType = 'TimedSubscription', @EventData = @SubscriptionID;
    WAITFOR DELAY '00:00:10';


/* 3 If no longer in queue, flag as sent */

    IF NOT EXISTS (SELECT 1 FROM [ReportServer].[dbo].[Event] WHERE EventData = @SubscriptionID)
        UPDATE [ReportServer].[dbo].[InvoiceParams] 
        SET Active = 0
        WHERE InvoiceNumber = @InvoiceNumber
        AND ToEmailAddress = @ToEmailAddress;


/* 4 Manage the log */

	DELETE FROM [ReportServer].[dbo].[InvoiceParams] WHERE DateInserted < GETDATE()-30;
	SELECT * FROM [ReportServer].[dbo].[InvoiceParams] ORDER BY DateInserted DESC;

END;
GO

When executed with an email address and invoice number this stored procedure will send an email to the email address with the PDF invoice attached.

NOTE

To find @SubcriptionID I used this …

SELECT SCH.SubscriptionID
FROM [ReportServer].[dbo].[Catalog] CAT
JOIN [ReportServer].[dbo].[ReportSchedule] SCH
  ON CAT.ItemID = SCH.ReportID
WHERE CAT.Path= '/ReportPath/ReportName';
 

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