This article explains what happens when the Action and Review Summary email (a consolidated Reminder Email sent overnight by Assure to notify Administrators and managers of all overdue and pending Actions and Reviews) exceeds its size limit. When the summary email is too large to send as a standard email body, Assure compresses the content into a ZIP file and attaches it to a short notification email. The article explains why this happens, how to access the content, and how to prevent the issue from recurring.Module scope: This article is scoped to the System Settings (Reminders) area of Assure and applies to all users who receive Action and Review Summary emails, typically Administrators and managers.
Overview
Administrators and managers in Assure may receive a large Action and Review Summary email (the scheduled overnight email that lists all overdue and pending Actions and Reviews assigned to, or raised by, a user). When the content of this email becomes too large, Assure automatically compresses the summary into a ZIP file and attaches it to a brief notification email in place of the full summary.
What the Email Looks Like
When the email size exceeds the message limit, the email the user receives will display as follows:
| Field | Content |
|---|---|
| Subject | Action and Review Summary |
| Body | Email size exceeds message limit, see attached file. |
The attached file will be in standard ZIP format.
How to Access the Content
- Open the email and locate the ZIP file attachment.
- Extract the ZIP file using any standard file extraction tool.
- The extracted content will display the Pending and Overdue Action and Review details in the same format as the standard summary email.
Why This Happens
The summary email grows larger as more Actions and Reviews accumulate without being completed. Assure generates the Action and Review Summary email during its overnight process (the automated batch run that generates and dispatches reminder emails). If the combined volume of pending and overdue items results in a summary that exceeds the maximum email size threshold, Assure automatically applies the ZIP compression instead of sending the full email in the body.
How to Prevent the Issue
To reduce the size of future Action and Review Summary emails and prevent them from exceeding the limit:
- Complete the Actions and Reviews listed in the email. Once an Action or Review is completed, it is removed from the summary list automatically.
- Encourage Assignees and Reviewers to action their outstanding tasks promptly.
- Administrators should consider whether the volume of open Actions and Reviews reflects a process issue requiring attention.
Notes
- The Action and Review Summary email format (Summary Email vs Individual Emails) is configured in Settings > System Configuration > System Settings > Reminders. Switching to Individual Emails means each task generates a separate email, which avoids the single large summary email issue entirely but increases overall email volume.
- The overnight process runs once per day. Emails are generated and sent during this scheduled run, not in real time.
AI Metadata
Product Area: Assure -- System Settings, Reminders, Action Management, Review Management
User Role: Assure Administrator; Manager (any user who receives Action and Review Summary emails)
Tags: Action and Review Summary email, email size limit, ZIP attachment, Reminder Emails, overdue Actions, pending Reviews, overnight process, Summary Email
Version/Region: All Assure versions; all regions
Important synonyms:
- Action and Review Summary email = Summary Email = reminder email
- ZIP file = compressed file = attachment
- Overnight process = overnight batch = scheduled email run
- Actions = Tasks = follow-up activities
- Reviews = Record Reviews = scheduled reviews
- Pending = not yet overdue
- Overdue = past due date
Suggested embedding keywords: action review summary email too large, email exceeds message limit Assure, ZIP file action review email, action and review summary compressed, Assure reminder email attachment, email size limit Assure actions reviews, reduce action review summary email size, pending overdue actions email zip
Relevant modules and cross-module implications: This article is scoped to the System Settings (Reminders) configuration area in Assure. The Action and Review Summary email is generated from outstanding tasks across all Assure modules where Actions and Reviews can be raised (for example, Incident Record, Audit, Risk Assessment). The email volume is directly dependent on the number of unresolved items across the entire Assure instance. Completing items in any module will reduce the size of the summary email.