Purpose Statement

The Report Timeout feature provides an automatic email delivery option when an Ad-Hoc Report download takes longer than expected or experiences a timeout during file generation.

This feature helps ensure users can still receive large or complex reports in formats such as CSV, PDF, or XML when a direct download is unable to complete. Instead of restarting the report generation process, users can choose to have the report delivered by email once processing is complete.

Background Information

Large Ad-Hoc Reports may take longer to generate due to file size, date range, selected fields, report format, or complex filtering criteria.

Previously, a timeout during the download process could prevent users from receiving the requested report and require them to restart the report generation workflow. The email fallback option provides an alternative delivery method so users can continue their work without needing to immediately regenerate the report.

Common use cases include:

• Comprehensive incident reports covering extended date ranges
• Large dataset exports for legal or court documentation
• Annual statistics reports
• Multi-department reports with complex criteria
• Compliance reports with detailed audit trails
• Reports exported in CSV, PDF, or XML format

Prerequisites include:

• Access to the Reports module
• A valid email address associated with the user
• Appropriate data permissions for the report content

Required Permissions

Users may need the following permissions to use the Report Timeout email delivery option:

• Reports Module access
• Ad-Hoc Reporting access
• Permission to generate custom reports
• Permission to export report data
• Permission to receive or send reports by email, if configured separately

Permission names may vary based on agency configuration. If the email delivery option is not available, contact a system administrator to verify the user’s Reports, Ad-Hoc Reporting, export, and email delivery permissions.

Video

Step-by-Step Guide

1. Generate the Ad-Hoc Report

   Navigate to Reports > Ad-Hoc Reports.

   Configure the desired report parameters, such as date range, filters, selected fields, and export format.
   
   
   
    

2. Run the Report

   Click the blue hyperlinked name of the Report to run it.
   
    

3. Review the Timeout Prompt

   If the report takes longer than expected, a timeout prompt will appear.

   The prompt will ask:

   “This has taken longer than expected. Do you want to send it by mail?”
   
   
   
    

4. Choose Email Delivery

   Click Yes to send the report by email.
   
    

5. Review the Send by Email Modal

   The Send by Email modal will open.

   The report settings may already be populated based on the report you were attempting to download. Review the settings and make any needed adjustments for this delivery instance.
   
   
   
    

6. Verify the Email Address

   Confirm that the email address shown is correct.

   This is the address where the completed report will be delivered.
   
    

7. Add Additional Recipients, If Needed

   Add any additional email addresses for users who should also receive the report.

   Confirm that any additional recipients are authorized to receive the report data before sending.
   
    

8. Send the Report

   Click Send to queue the report for email delivery.
   
   
   
    

9. Confirm Delivery Request

   A confirmation message will appear indicating that the report has been queued.

   Once processing is complete, the report will be delivered by email as an attachment or available delivery format based on system configuration.
   
   

Best Practices

Do

• Verify your email address is current before generating large reports.
• Confirm additional recipients are authorized to receive the report data.
• Allow time for large reports to process and deliver by email.
• Use clear report names and descriptions so emailed reports are easy to identify.
• Check your spam or junk folder if the report does not arrive as expected.
• Narrow report criteria when possible to reduce processing time.

Don’t

• Repeatedly click Download after selecting email delivery, as this may create duplicate processing requests.
• Send sensitive department data to personal or external email addresses unless permitted by agency policy.
• Expect immediate delivery for very large or complex reports.
• Use broad date ranges or excessive fields unless they are needed for the report purpose.

Recommendations

• Break extremely large reports into smaller date ranges when possible.
• Use specific criteria filters to reduce unnecessary data.
• Maintain an updated email address in your user profile.
• Keep report parameters available in case the report needs to be regenerated.
• Review department policy before emailing reports that include sensitive, confidential, personnel, or patient-related information.

Troubleshooting & FAQs

Why haven’t I received the report after selecting email delivery?

Check your spam or junk folder first. Large reports may take several minutes to process and deliver. If the report still has not arrived after an extended period, contact technical support with the report name, approximate time requested, and report parameters.

Why isn’t the email delivery option appearing when my report times out?

Verify that your browser is not blocking the prompt or modal. If the option still does not appear, contact a system administrator to confirm your email delivery and report export permissions.

Can I cancel an email delivery request after clicking Send?

Once a report is queued for email delivery, it may not be possible to cancel it from the user interface. Contact technical support if the request needs to be reviewed.

What file formats are supported for email delivery?

Standard Ad-Hoc Report export formats such as CSV, PDF, and XML may be supported for email delivery.

Is there a file size limit for email attachments?

Email delivery may be subject to agency or email server attachment limits. Very large reports may be handled differently depending on system configuration.

Why am I getting timeout errors more frequently?

Timeouts are more likely with large datasets, broad date ranges, many selected fields, or complex filters. Narrow the date range, reduce selected fields, or apply more specific criteria to improve report performance.

Will the emailed report include the same data as the report I attempted to download?

Yes. The email delivery option uses the report settings from the download attempt. Review the Send by Email modal before sending to confirm the settings are correct.

Can I send the report to another user?

Yes, if the modal allows additional recipients. Only send reports to users who are authorized to access the report data.