Emailing Reports - Accelerus Light

Accelerus Light schools may purchase the add-on Emailing Reports module. If enabled, an Email Documents card will appear in the Management window.

Configure Email Settings

Permissions 

1. From the Management menu, click the Email Documents card
2. Click Permissions in the left panel to display all of the roles that have been defined at your school
3. Click the checkbox for any School roles that are to have permission to manage and email reports. All other roles will be disabled
4. Click Save

Service Provider and settings

1. From the Management menu, click the Email Documents card
2.  In the left panel, click Email Settings
3. Select the appropriate Service Provider option, depending on whether you wish to use the Accelerus email server or your school’s own SMTP Server

Test Email Settings

1. Click the Test icon to bring up the Test Email Settings window
2. In the Send to address field, enter a valid email address, eg your own, and click the Test Email Settings button.
3. If an error message is displayed, schools using their own SMPT server should check their settings. Otherwise, you should see a message about the success of the test.
4. Click the Test Accelerus Service button.
5. Another message should inform you of the successful setup of the Accelerus Cloud Email Service. Again, if an error is displayed, schools using their own SMPT server should check their email settings.
6. Check the email inbox of the person to whom the test emails were sent and make sure both test emails have been received. Remember to check the Junk folder if the emails do not arrive.
7. Click Close.
8. Click the Home button and when you next click the Email Documents card, the full set of Email Documents options will be displayed in the left panel, as shown below.

Managing student contacts

Student contacts can be managed in Manage Data - Contacts - Select Contact - Edit. Student contacts can also be imported. 

Import Student Contacts

1. Prepare a CSV file with the following headings and the respective data (headings in square brackets can be omitted if not required):

Students can have multiple contacts, as per the example below:

2. In Accelerus Light, go to Import and Export Data
Select 'Contacts' under CSV import in the menu on the left-hand side

3. Click Browse and select the prepared CSV file

4. Click Next

5. Check all of the messages regarding the changes that will be applied, clicking open any messages indicating errors, e.g. missing fields, invalid data, etc.

6. Make selections from the dropdown options available, eg Add all new contacts.

7. Click Next and wait while the contact data is imported.

Remember to reimport contacts every report run, as there are likely to be a number of changes. 

Emailing Uploaded Reports

Once all of the required reports have been uploaded, you can send them to the students' contacts, as an email attachment. 

Emailing reports

1. After clicking the Email Documents card, click Send in the left panel
2. In the Document Type field, select Report
3. Click Next
4. From the dropdown list, select the report run to which the reports belong
5. Click Next
6.  Select the students for whom you wish to email reports
7. Click Next
8. Expand any message headers to display the details of the issues and, if necessary, check on these before proceeding.
9. If necessary, select from the available options for a particular message, from the dropdown on the right.
10. Click Next
11. If sending reports for the first time, compose the email message, where reports have been sent previously, select or edit the email template
12. Click Next and a message will inform you that the emails are being processed

Checking the status of emailed reports

The last option under Email Documents when reports are being sent is View Status. This may be used to:

• Track progress of reports you have sent, including those that have not been able to be sent.
• View which reports have been sent for particular students or to particular contacts, e.g. if a parent informs you that they have not received their child's report.

On clicking View Status, all emails that have been sent are listed and you may filter these by making selections of the report run, students and/or contacts.

The page will automatically refresh and will display one of the following;

• New - The email has not yet been added to the queue for processing.
• Pending - The email is being queued.
• Processing - Where the email is in the queue and being processed.
• Failed - The email could not be sent for some reason.
• Completed - For successfully dispatched reports.

Schools using their own email server should check for bounced emails in the inbox of the sender.

Appendix: Extracting Contacts from CASES21

Follow these instructions in CASES21 to extract a spreadsheet of student contacts for import into Accelerus Light as a CSV file:

• In CASES 21, select Worksheet – an icon in the top menu bar.
• Select SQL (not SQL Design)
• Copy the following into the SQL box, exactly as it appears:
  SELECT ST.STKEY AS 'Student Code', DF.DFKEY + 'A' AS 'Contact Code', DF.TITLE_A AS 'Contact Title', DF.NAME_A AS 'Contact Given Name', DF.SURNAME_A AS 'Contact Family Name', DF.E_MAIL_A AS 'Email Address', DF.MOBILE_A AS 'Mobile Phone'
  FROM DF INNER JOIN ST ON DF.DFKEY = ST.FAMILY
  WHERE (ST.STATUS = 'ACTV' OR ST.STATUS = 'LVNG') AND DF.NAME_A IS NOT NULL AND DF.NAME_A <> ''
  UNION
  SELECT ST.STKEY, DF.DFKEY + 'B', DF.TITLE_B, DF.NAME_B, DF.SURNAME_B, DF.E_MAIL_B, DF.MOBILE_B
  FROM DF INNER JOIN ST ON DF.DFKEY = ST.FAMILY
  WHERE (ST.STATUS = 'ACTV' OR ST.STATUS = 'LVNG') AND DF.NAME_B IS NOT NULL AND DF.NAME_B <> ''
  UNION
  SELECT ST.STKEY, DF.DFKEY + 'A', DF.TITLE_A, DF.NAME_A, DF.SURNAME_A, DF.E_MAIL_A, DF.MOBILE_A
  FROM DF INNER JOIN ST ON DF.DFKEY = ST.FAMB
  WHERE (ST.STATUS = 'ACTV' OR ST.STATUS = 'LVNG') AND DF.NAME_A IS NOT NULL AND DF.NAME_A <> ''
  UNION
  SELECT ST.STKEY, DF.DFKEY + 'B', DF.TITLE_B, DF.NAME_B, DF.SURNAME_B, DF.E_MAIL_B, DF.MOBILE_B
  FROM DF INNER JOIN ST ON DF.DFKEY = ST.FAMB
  WHERE (ST.STATUS = 'ACTV' OR ST.STATUS = 'LVNG') AND DF.NAME_B IS NOT NULL AND DF.NAME_B <> ''
  UNION SELECT ST.STKEY, DF.DFKEY + 'A', DF.TITLE_A, DF.NAME_A, DF.SURNAME_A, DF.E_MAIL_A, DF.MOBILE_A
  FROM DF  INNER JOIN ST ON DF.DFKEY = ST.FAMC
  WHERE (ST.STATUS = 'ACTV' OR ST.STATUS = 'LVNG') AND DF.NAME_A IS NOT NULL AND DF.NAME_A <> ''
  UNION
  SELECT ST.STKEY, DF.DFKEY + 'B', DF.TITLE_B, DF.NAME_B, DF.SURNAME_B, DF.E_MAIL_B, DF.MOBILE_B
  FROM DF INNER JOIN ST ON DF.DFKEY = ST.FAMC
  WHERE ST.STATUS = 'ACTV' AND DF.NAME_B IS NOT NULL AND DF.NAME_B <> ''
• Click Apply.
• Select all records by clicking in the top left hand corner cell of the spreadsheet.
• Click Export to Excel.
• At the message about trusting Visual Basic Code, click the Always Trust button.
• The data will open in an unnamed Excel spreadsheet in which you:
• Delete the blank row under the heading row.
• Go to the last column exported and highlight this column and the one to its right. Right click and select Unhide.
• Delete the now unhidden column with the heading labelled ROW.
• Go to File > Save As and in the Save As window that appears:
• Select an appropriate location to store the file.
• Give the file an appropriate name, e.g. Student Contacts Sem1 2025
• Select CSV (Comma delimited) in the Save as type dropdown list.
• Click Save.
• At the message about not supporting workbooks with multiple sheets, click OK.
• At the message about features not being compatible with CSV, click Yes.
• Close the spreadsheet and click No, if asked again to save the file.