The outbox shows all emails that were triggered from the system. This would include email reminders, and emails sent from triggered actions in the system. You can filter this report to look for emails sent out of the system.
If the system fails to send emails it will automatically try to resend held emails periodically
To access the Email Outbox access the control panel (gear icon) in the top right corner of the navigation bar and then in the sidebar select Email > Outbox
Here is a description of all the columns that output in the report:
| Column | Description |
|---|---|
| Date Queued | The date and time the email was triggered and queued to be sent. |
| Date Sent | The date and time the email was sent to the recipient/s. |
| Sender | The user who triggered the sending of the notification. |
| Related EForm | The name of the eForm that the notification relates to/is sent from. |
| Related ID | The RecordID of the eForm that the notification relates to/is sent from. |
| Related Event | The ID# of a scheduled event that triggered this notification. |
| To | The recipient/s email addresses of the email notification. |
| Subject | The subject line of the email notification. |
| Hold | This is used to hold the email in the system and prevent it from sending the notification. |
The View button in the report lets you view the original email content.
Common outbox filters:
- Emails triggered by a specific user - Sender = 'username'
- Emails triggered for a specific record - EFormType = 'target form' and RecordID = 'target RecordID'
- Emails sent before or after a specific date
Holding Emails
Holding emails is a way to stop emails that have been set to send so that they do not forward onto the recipient. Typically, emails are sent as soon as they are triggered to send.
The most common case for this is a situation where the email settings were incorrectly configured and as a result the system has queued up a large number of emails but has been unable to send them.
Before fixing the email settings, you can hold all the emails that would send when the fix is put in. This will stop the emails from sending.
To hold emails and prevent them from being sent, select the email notifications and then click the Hold Selected Emails button to set it to Hold:
This will change the final column, Hold, to 'True' and prevent it from being sent:
To send the email again at a later date, tick the same checkbox similar to holding the emails, then press the Send Selected Emails button to send the emails immediately: