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Administering Oracle CRM On Demand > Company Administration > Company Audit > Reviewing Your Company's Pending and Sent Emails

Reviewing Your Company's Pending and Sent Emails

The Email Monitor page displays the following information:

• Email Monitor Summary. Displays the number of pending emails from Oracle CRM On Demand.
• Outbox. Displays specific details pertaining to emails waiting to be sent from Oracle CRM On Demand.
• Sent Items. Displays specific information pertaining to emails already sent from Oracle CRM On Demand. You can use Alpha search to locate a sent email.

About the Retention Period for Sent Emails and Email Attachments

In the standard application, Oracle CRM On Demand retains sent emails and their attachments for a certain period, as follows:

• The email is retained for 30 days, and is then purged.
• The email attachment is retained for 7 days, and is then purged.

Your administrator can change the retention periods for sent emails and their attachments, by changing the values in the following fields on the company profile:

• Email Expiry (Days)
• Email Attachment Expiry (Days)

For information about updating these fields, see Configuring Company Settings.

Before you begin. To perform this procedure, your role must include the Access Master Audit Trail and Admin Configuration Audit privilege.

To review pending and sent email from Oracle CRM On Demand

1. In the upper-right corner of any page, click the Admin global link.
2. In the Company Administration section, click the Company Administration link.
3. In the Company Audit section, click the Email Monitor link.

   The Outbox and Sent Items sections display the following values:

   • Type. This column displays one of the following values:
     • Customer. An email sent by the user to a customer.
     • Operations. An email sent by Oracle CRM On Demand to Oracle CRM On Demand Customer Care.
     • Service. An email sent by Oracle CRM On Demand to a customer.
   • Status. This column displays one of the following values:
     • Queued. The email request has not been processed yet.
     • In Progress. The email is being processed. Oracle CRM On Demand attempts to send an email 3 times. If on the third attempt the email fails to send, the status changes to Error.
     • Sent. The email has been successfully sent.
     • Error. The email request did not complete because an error occurred.
   • From. The name of the person or company from whom the email was sent.
   • Sent. The date and timestamp the email was sent.
   • To. The email addresses of all the recipients to whom the email was sent.
   • Initiated By. The login ID of the user who initiated the email.
   • Subject. The subject of the email.
4. If the sent email that you want to review is not displayed, then click Show Full List to open the Email List page, where you can search for the email.
5. If you want to delete a sent email, then click the Delete link for that email.

   NOTE: When you delete a sent email, any attachment to the email is also deleted.

6. To download an attachment for a sent email, do the following:
   1. In the Email Monitor or Email List page, click the Subject link for the email.
   2. In the Email Detail page, in the Email Attachments related information section, click the link in the Attachment field for the attachment you want to download.

      TIP: You can also download the first attachment for an email directly in the Email Monitor and Email List page, by clicking the Download link for the email record.

7. To delete a single attachment for a sent email, do the following:
   1. In the Email Monitor or Email List page, click the Subject link for the email.
   2. In the Email Detail page, in the Email Attachments related information section, click the Delete link for the attachment.

The following procedure describes how to work with lists of sent emails.

To work with lists of sent emails

1. In the Email Monitor page, in the Sent Items section, click Show Full List.
2. In the title bar of the Email List page, click Menu, and then select the option for the task that you want to perform, as follows:
   • Export List. Export the list to a file, see Exporting Records in Lists.
   • Record Count. Count the records in the list, see Counting Records in Lists.
   • Refine List. Refine the list, see Creating and Refining Lists. For example, you can change the list filter, select different fields to display, or change the sort order for the list.
   • Save List. Save the list. Selecting this option opens a page where you can select options for saving the list.
   • Show List Filter. View the filter that is currently defined for the list.
   • Create New List. Create a new filtered list, see Creating and Refining Lists.
   • Manage Lists. View details of the list, or change the order in which the list appears in the picklist of lists on the List page, see Manage Lists Page.

For more information about the audit trail, see Customizing the Audit Trail.