Purpose Statement

The Report Time Out feature provides an automatic email delivery fallback system for Ad Hoc report downloads that experience timeout errors during file generation. This feature ensures users can reliably receive large reports (CSV, PDF, or XML) via email when direct downloads fail due to file size or processing complexity, eliminating the frustration of failed downloads and the need to restart report generation workflows.

Background Information

Large Ad Hoc reports frequently experienced timeout errors during the download process, leaving users without their requested data and requiring them to restart the entire report generation workflow. This created significant user frustration, increased support tickets, and reduced operational efficiency for public safety personnel who rely on timely access to critical reporting data. The email fallback option ensures reliable report delivery regardless of file size while improving overall system reliability and reducing technical support burden.

Common use cases include:

• Comprehensive incident reports covering extended time periods
• Large dataset exports for court proceedings or legal documentation
• Annual statistics reports requiring extensive data processing
• Multi-department reports with complex filtering criteria
• Compliance reports with detailed audit trails

Prerequisites:

• Access to the Reports module
• Valid email address for receiving report attachments
• Sufficient data permissions for the requested report content

Required PermissionsBased on standard Fire/EMS software permissions structure, users typically need:

• Reports Module Access - Permission to view and access the Reports section
• Ad Hoc Reporting - Permission to create and generate custom reports
• Data Export - Permission to download reports in various formats (CSV, PDF, XML)
• Email Delivery - Permission to send reports via email (may be tied to general email permissions)

Note: Specific permission names may vary by organization. Contact your system administrator to verify the exact permissions required for your deployment.

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Step-by-Step Guide

Accessing the Email Fallback Option

Step 1: Generate Your Ad Hoc Report Navigate to Reports > Ad Hoc Reports and configure your desired report parameters (date range, filters, format, etc.).

Step 2: Initiate Download Click the "Download" or "Export" button to begin generating your report.

Step 3: Recognize Timeout Prompt If the report experiences a timeout error, you will see a prompt asking: "This has taken longer than expected. Do you want to send it by mail?"

Step 4: Select Email Delivery Click "Yes" to activate the email delivery option.

Using the Send by Email Modal

Step 5: Review Pre-filled Settings The Send by Email modal will open with your report settings already populated or you can adjust the settings manually for this instance.

Step 6: Verify Email Address Confirm your email address is correct in the designated field.

Step 7: Add Additional Recipients (Optional) If needed, add additional email addresses for other recipients who should receive the report.

Step 8: Send Report Click "Send" to queue the report for email delivery.

Step 9: Confirmation and Delivery You will receive confirmation that the report has been queued. The completed report will arrive as an email attachment once processing is complete.

Best Practices

Do:

• Verify your email address is current and accessible before requesting large reports
• Use descriptive subject lines when adding additional recipients to help them identify the report purpose
• Allow sufficient time for email delivery of large reports (typically 5-15 minutes depending on data volume)
• Test the email fallback feature with smaller reports initially to familiarize yourself with the process

Don't:

• Repeatedly click "Download" if you've already requested email delivery - this may create duplicate processing requests
• Use external or personal email addresses for sensitive department data unless permitted by your organization's policies
• Expect immediate email delivery for extremely large datasets - complex reports may require additional processing time

Recommendations:

• Consider breaking extremely large reports into smaller time periods or filtered segments to improve processing efficiency
• Maintain an updated email address in your user profile to ensure reliable delivery
• Monitor your email spam/junk folder if reports don't arrive within the expected timeframe
• Keep your report parameters readily available in case you need to regenerate a report

Troubleshooting & FAQs

Common Issues:

Q: I clicked "Yes" for email delivery but haven't received my report. What should I do? A: Check your spam/junk folder first. Large reports can take 5-15 minutes to process and deliver. If you haven't received the report after 30 minutes, contact technical support with your report details.

Q: The email delivery option isn't appearing when my report times out. A: Ensure your browser isn't blocking pop-ups and try refreshing the page. If the issue persists, contact your system administrator to verify your email delivery permissions.

Q: Can I cancel an email delivery request after clicking "Send"? A: Once a report is queued for email delivery, it cannot be cancelled through the user interface. Contact technical support immediately if you need to stop processing.

Q: What file formats are supported for email delivery? A: All standard export formats are supported: CSV, PDF, and XML files can be delivered via email.

Q: Is there a file size limit for email attachments? A: Email attachments are subject to your organization's email server limits (typically 25MB). Very large reports may be delivered as secure download links instead of direct attachments.

Q: Why am I getting timeout errors more frequently? A: Timeout errors typically occur with large datasets or complex filtering. Consider narrowing your date range, reducing the number of selected fields, or applying more specific filters to improve performance.