Generate Reports or Parent Letters for More than 1,000 Students

🔐 Account type(s) with default permissions to manage this: Varies by permission

💻 Tier(s) this is available for: Foundation, Essential, Pro

When you need to generate Reports or Parent Letters for a large student population, Ellevation limits each request to 1,000 students at a time. This article walks you through three reliable ways to break your students into smaller batches so every document generates successfully.

ℹ️ Note

Because of browser performance limits, you cannot generate Reports or Parent Letters for more than 1,000 students in a single request. If your group exceeds 1,000 students, use one of the approaches below to create smaller batches.

There are a few recommended approaches to creating smaller groups. Depending on the demographics of your student population and your district process for generating Reports or Parent Letters, some options will work better than others for narrowing down to segments of 1,000 or fewer students. Use the comparison below to choose the approach that fits your needs, then jump to that section for step-by-step instructions.

Approach	Generate from	Recommended for
Create and use a Chart in the Student List to create chart segments of students	Student List	Districts that can create groups of 1,000 or fewer students with only one or two filters, such as by School and/or by Grade Level Districts that may have more than one person generating these documents Districts that prefer to generate directly from the Student List
Create and generate from Saved Student List Views	Either: Student List Reports & Parent Letter Gallery	Districts that need more complex filter sets to create groups of 1,000 or fewer students Groups that are not likely to exceed 1,000 students over time, allowing repeat future use of a Saved View Districts that may have more than one person generating these documents Districts that want the flexibility to generate from either the Student List or the Reports & Parent Letter Gallery
Use a set of custom filters to generate from the Reports & Parent Letter Template Gallery	Reports & Parent Letter Gallery	Districts that need more complex filter sets to create groups of 1,000 or fewer students Districts that prefer to generate directly from the Reports & Parent Letter Template Gallery

Create and Use a Chart in the Student List to Create Chart Segments

To learn how to add and customize a Chart in the Student List, including how to use chart segments to break your students into smaller groups, see Add a Chart in the Student List.

Here is an example of how a district could generate Reports or Parent Letters when it is possible to break students into groups of 1,000 or fewer using no more than three filters:

1. Navigate to the Student List.
2. Filter by EL Status > is any of > [select the EL status you are generating documents for].
3. Click the Chart button, and select to chart by School.
4. To further narrow your segments if they still exceed 1,000, add one additional Group By filter, for example:
   1. Click the Group By button in the top left of the Chart.
   2. Select an additional field, such as Grade Level.
   3. Click the Swap button if you want to change how your groups are primarily sorted.
5. Click on any chart column to apply that segment as a filter.
6. To generate Reports or Parent Letters for this segment, check the box next to Student Name. Be sure to click Select all students that meet this search across pages if your segment exceeds the number of students displayed on the page.
7. Click the Reports button under the Chart, above your segmented list.
8. Select Reports & Parent Letter Gallery (NEW).
9. Click the More icon on the Report or Parent Letter you want to generate, and select whether you want to Preview, Generate, or Save to student profile(s) based on your district processes.
10. The documents will appear as Requested in the status queue on the right side of the Gallery page.
    • You can leave the page or close the tab. For larger requests that contain over 500 generated and/or saved documents, or requests that take over 15 minutes to complete, you will receive an Ellevation email notification when the request is finished.
11. You can access the generated documents once they reach a status of Complete.

📝 Generating Reports or Parent Letters from a chart segment in the Student List.

💡 Quick Tip

Once you find a Chart that works well for generating Reports or Parent Letters, save the configuration by clicking Save As and selecting New Student List View at the top of your Student List. You can share this Saved View if more than one Specialist will be generating these documents. To learn more, see Manage Student List Views.

If charting by School does not create groups of 1,000 or fewer students for your district, try any of these filters instead. You can also combine any of these as a Group By filter:

• EL Status
• Grade Level
• School Type
• Languages (recommended for districts that have a fairly even distribution of home or native languages)
• Program Information
• Demographic filter or flag, such as IEP

Create and Generate from Saved Student List Views

To learn how to add filters in the Student List to break your students into smaller segments, and then save that filtered list as a Saved Student List View, see Filter in the Student List.

Here is an example of how a district could generate Reports or Parent Letters when you need to apply more than three filters to break students into groups of 1,000 or fewer:

1. Navigate to the Student List.
2. Filter by EL Status > is any of > [select the EL status you are generating documents for].
3. Click the AND button to add a second filter.
4. Filter by School > is any of > [select one campus from your list of schools].
5. Click the AND button to add a third filter.
6. Filter by Grade Level > is any of > [select a grade level].
7. As needed, continue to add filters until your list includes 1,000 or fewer students, then click DONE.
8. To save your list configuration, click the Save As button at the top of the Student List.
9. Select New Student List View and give the View a meaningful name for generating Reports or Parent Letters, for example: Continuation_EllevationElementary_Grade1.
10. Click the Save View button.
11. To generate Reports or Parent Letters from this View, check the box next to Student Name. Be sure to click Select all students that meet this search across pages if your list exceeds the number of students displayed on the page.
12. Click the Reports button at the top of the Student List.
13. Select Reports & Parent Letter Gallery (NEW).
14. Click the More icon on the Report or Parent Letter you want to generate, and select whether you want to Preview, Generate, or Save to student profile(s) based on your district processes.
15. The documents will appear as Requested in the status queue on the right side of the Gallery page.
    • You can leave the page or close the tab. For larger requests that contain over 500 generated and/or saved documents, or requests that take over 15 minutes to complete, you will receive an Ellevation email notification when the request is finished.
16. You can access the generated documents once they reach a status of Complete.

Once you have a Saved Student List View, you can also generate Reports or Parent Letters directly from the Reports & Parent Letter Gallery using that saved View:

1. Navigate to the Reports & Parent Letter Gallery.
2. Click the More icon on the Report or Parent Letter you want to generate, and select how you want to generate based on your district processes.
3. In the Select Students popup window, select Select a saved view and choose your saved View from the dropdown list.
4. Click the Generate button.

📝 Generating Reports or Parent Letters from a Saved Student List View.

💡 Quick Tip

You can share a Saved View if more than one Specialist will be generating Reports or Parent Letters. To learn more, see Manage Student List Views.

If the filters for EL Status, School, and Grade Level do not create groups of 1,000 or fewer students for your district, try any of these filters instead or in addition:

• School Type
• Languages (recommended for districts that have a fairly even distribution of home or native languages)
• Program Information
• Demographic filter or flag, such as IEP

Use a Set of Custom Filters to Generate from the Reports & Parent Letter Template Gallery

To learn how to generate Reports or Parent Letters from the Reports & Parent Letter Gallery, see this section of the Generate Parent Letters article.

Here is an example of how a district could use a set of custom filters to generate Reports or Parent Letters when you need to apply more than three filters to break students into groups of 1,000 or fewer:

1. Navigate to the Reports & Parent Letter Gallery.
2. Click the More icon on the Report or Parent Letter you want to generate, and select whether you want to Preview, Generate, or Save to student profile(s) based on your district processes.
3. In the Select Students popup window, select Use a set of custom filters.
4. Filter by Active > Yes to display only Active students. (See the Warning below about inactive students.)
5. Scroll down and click the AND button to add a second filter.
6. Filter by EL Status > is any of > [select the EL status you are generating documents for].
7. Scroll down and click the AND button to add a third filter.
8. Filter by School > is any of > [select one campus from your list of schools].
9. Scroll down and click the AND button to add a fourth filter.
10. Filter by Grade Level > is any of > [select a grade level].
11. As needed, continue to add filters until your list includes 1,000 or fewer students.
12. Scroll down and click Done.
13. Click the Generate button.
14. The documents will appear as Requested in the status queue on the right side of the Gallery page.
    • You can leave the page or close the tab. For larger requests that contain over 500 generated and/or saved documents, or requests that take over 15 minutes to complete, you will receive an Ellevation email notification when the request is finished.
15. You can access the generated documents once they reach a status of Complete.

⚠️ Warning

When you use the custom filters option to generate documents, all students display, including both Active and Inactive students. Filter by Active > Yes to display only Active students.

📝 Generating Reports or Parent Letters using a set of custom filters.

ℹ️ Note

You cannot save these custom filters for future use. If you plan to return to this list to generate Reports or Parent Letters later, we recommend that you generate from Saved Student List Views instead.

If the filters for EL Status, School, and Grade Level do not create groups of 1,000 or fewer students for your district, try any of these filters instead or in addition:

• School Type
• Languages (recommended for districts that have a fairly even distribution of home or native languages)
• Program Information
• Demographic filter or flag, such as IEP