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Send School Reports by Email

Sending out reports is one of the most onerous administration tasks for a school. Whether it is a progress report or grade cards, schools can use Document Messaging to send school reports by email, making the process of sending reports faster. Furthermore, sending reports by email can also save valuable school resources, helping to cut back on printing and paper costs.

It is important to note that only authorised employees have access to document messaging. Employees with access can send school reports by email to both learners (in beta testing) and their parents.

You need to configure both your Communicator tab and the Documents tab in the administration settings before using document messaging.

Note: Documents in Document Messaging are created in SIMS; Edulink One pulls them from SIMS to enable you to send a document.

First, log in to the Edulink One app or website and click on the Document Messaging icon. Depending on the level of access granted to the authorised employees, this may be located in the More icon of Edulink One.

Document messaging icon
Document Messaging Icon
More Icon
More Icon

Select Your Learners

After clicking on Document Messaging, a window appears with the learners. You can filter this further using the fields in the left pane, or you can select the learners by clicking their images.

Select learners to send school reports to by email.
Select Learners Window

For whole school grade cards or reports, tick the Select All box to select all learners in the school. However, if you are planning on sending a report to a select year or group of learners, you can filter by Year, Form, Class, Gender, SIMS Groups, Groups and House.

Learner Filters

Select the learners you want to send the report to and tick Selected, or tick the Select All box to select all students in a year or group.

Select All Box
Select All Box

Once you have selected the learners, click Next Step.

Next Step Button

Selecting the Report

Once you have clicked Next Step, you need to select the document you want to send using the filters. In this case, AM Individual Report will allow you to send reports to your students. It is important to note that there are several different kinds of reports that are available in this category. You need to search for the specific report by using the Summary field, e.g. Document Type: AM Individual Report; Summary: Summer 2021.

Filter your document type and provide a summary of the document you are looking for.
Document Type Filters for Reports

All document type matches will show as green writing next to the learner’s image. Whereas, amber writing indicates that there is more than one document associated with a learner, and red writing indicates that there isn’t a document type match for that learner.

The traffic light system highlights matched and missing documents.
Traffic Light Document Type Match

As the amber writing at the top of the window indicates that there is more than one type of document type in a category, you must use the Summary field to ensure that you are matching the correct document from SIMS. In the instance of reports, you are looking for one green document and it must be the same title for all learners selected.

Document Type and Summary Field

Sending the Reports by Email

Once the correct report has been selected, you need to tick the parents or/and learner box to send your report.

Send school reports to parents and learners by email.

You can edit your message now before clicking send. If you are satisfied, click send and a preview window will open (you can also edit the message in the preview window).

At this juncture, Edulink One will flag any issues, for example, if the parent email is empty, allowing you time to fix the issues.

Also, you can choose to schedule a date and time you would like the report to send. This is helpful if you are preparing in advance.

Email preview window. Click send to send the school report by email.
Preview Window

Click Send when you are finished.

Getting Reports Quickly

You can run a cache to send your reports quickly. To do this, you must first go to the administration settings.

On the main welcome page of the administration settings, there is an option to run a cache refresh for a full sync or documents only.

Run a cache refresh for sending a document using document messaging.
Run Cache Refresh

Select a cache refresh for Documents Only.

Documents Only Cache Refresh
Documents Only Cache Refresh

If the cache is currently running and you need quick access to documents, you can tick the Force box and then Run Cache Refresh when you select Documents Only from the dropdown menu. It should take 5-10 minutes to run a cache, depending on the number of documents.

This gives you access to the documents needed for document messaging faster than a traditional cache.

MIS Compatibility

MIS Compatibility
Updated on 2 September 2022

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