Certain reports will generate the following message when submitted:

The export report will only be mailed to the email address of the user running the report if the Mailer Processor is set up to run. Most districts are NOT using this feature at this time.

Before a district considers turning this feature on they should be aware of the following:

NOTE: Below are some of the potential caveats to using the Mail Processor to send completed reports. When this processors is set up to run, the following needs to be taken into consideration. Many districts have stopped using it actively after considering the following and tell their users to proactively check their "My Reports" for their completed reports.

When the email processors are turned on, every time a user runs a report an email will be sent to that user WITH the report attached.

• Availability of the Report – The report will NOT show up as completed UNTIL the email is sent. If the report is large this could take time, which means the report may not show up or be available to open as quickly as your users are used to. In fact, very large reports will often generate a "webspeed" error message on the screen if the user attempts to open it before it is finished being sent via email. This can cause confusion and frustration for the user. They need to be made aware of this and know that they may have to give additional time before they can open up a large report.
• Storage Space â€“ Every time a report is run, an email will be sent to the user who ran the report and that email will include the report. This means the data from the report will be add to the user’s inbox. Consider a large PDF report card run; this will not only take time to email (and access), it will also take up email storage space. Users will need to be diligent about deleting these emails/attachments.
• Security/Privacy Issue – You should consider that every report will be sent via email. Do you want discipline, health, confidential data being sent via email? Email is not considered secure. Having a user log into iPass to view data/reports in "My Reports" is considered secure.

Maintaining Email Processors:

• When sites go down or updates are put out we do NOT run a script to restart the Mailer Processor. We don't have many districts using this feature so it is up to the individual site to remember to go in and restart the email processors in all of these situations.  
• If the Mailer Processor has been “down”, a restart will send the backlog of unsent email. Depending upon how long the processors has been down, this can result in a large number of emails being sent to users.