Emailing Reports NOT Through the Queue

It is also possible to email reports using BrightArrow when the report is not in the report queue. If this is something you’d like to do we will need to set up a folder for you on our server. Once that has been done you can send a report by:

1. Create a sFTP connection to your folder. sFTP username and password will be provided for you.
2. Navigate into the ReportsToEmail folder. If this folder does not exist please let us know as your account has not been setup to use this method.
3. Upload your file. You may have multiple files in this folder to send at the same time. If two reports exist for one student, the system will email out both reports.
   • Ex 1: A single file with all the reports you wish to email in it.
   • Ex 2: 1 file per grade level such as grade1reportcards.pdf, grade2reportcards.pdf, grade3reportcards.pdf, etc
   • Ex 3: 1 file per student where the student number is in the file name such as 1234Q4reportcard.pdf, 2345Q4reportcard.pdf, etc.
     ** if using this method please let BrightArrow know as additional setup on our end will be necessary
4. Send your message using one of the lists set up for report emailing (see Setting up Report Emailing) Tip: You may send one email/report combination at a time. If you have different emails to accompany different reports, then the easiest way to know that the email queue is empty and done processing the first report is to fill in the Send Dial Report email on the List Settings page.  Then you are notified with an email when one report email is done and you can upload the next report and start sending the next different message with the report attached.
   • Ex: You are sending report cards for grades K-12. K-5 have 1 message to go with the report, 6-8 have a different message, 9-12 have a 3rd message. To do this you’d send them out in 3 batches:
   • Upload all the K-5 files. Write your outgoing message. Make sure the list you are sending from has your name in the setup section titled “Automatically Email Dial Reports”. This will allow you to know when the report is done sending.
   • Once you are emailed the dial report delete the K-5 file(s) and upload the 6-8 file(s). Change the message and send.
   • Once you are emailed the dial report delete the 6-8 file(s) and upload the 9-12 file(s). Change the message and send.
   • Once you are emailed the dial report delete the 9-12 file(s)
   • NOTE: Even if the files are going to be sent from different lists you still need to wait for the previous job to be done before starting the new one.
5. Once your message has been sent delete the file from the ReportsToEmail folder.
   * if the report is not removed it will be attached to every outgoing message from a report emailing list until it is.