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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.
Emails that are sent when users import records, and emails that are sent when a scheduled event for analytics is executed, can have files attached to them. If the size of a file that is to be attached to an outbound email is not greater than 2 MB, then Oracle CRM On Demand attaches the file to the email. If the size of the file is greater than 2 MB, then Oracle CRM On Demand zips the file. If the size of the zipped file is not greater than 2 MB, then the zipped file is attached to the email. Otherwise, the file is not attached to the email.
For emails that are sent when users import records, the log file is the first attachment, and the map file is the second attachment. The map file is attached to the email provided that the combined size of the attachments is not greater than 2 MB. If the combined size of the attachments is greater than 2 MB, then Oracle CRM On Demand zips the map file and attaches it, provided that the combined size of the attachments is not greater than 2 MB. Otherwise, the map file is not attached to the email.
You can access the unzipped files, as well as the emails themselves, through the email monitor, regardless of whether or not the files were attached and sent with the emails.
Before you begin. To perform this procedure, your role must include the Access Master Audit Trail and Admin Configuration Audit privilege. If your user role does not include this privilege, then you cannot view the pending and sent emails for your entire company. However, you can view the emails that were sent or are waiting to be sent by Oracle CRM On Demand to you, as well as the emails that were sent or are waiting to be sent by Oracle CRM On Demand on your behalf, in your personal email monitor. For more information, see Accessing Your Pending and Sent Emails.
The following procedure describes how to view your company’s pending and sent emails.
To review pending and sent emails from Oracle CRM On Demand
- In the upper-right corner of any page, click the Admin global link.
- In the Company Administration section, click the Company Administration link.
- 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. Emails that are sent by Oracle CRM On Demand on behalf of users to other users or to customers.
- Operations. Emails that are sent by Oracle CRM On Demand to Oracle CRM On Demand Customer Care.
- Service. Emails that are sent by Oracle CRM On Demand to users.
- Sub-Type. This column displays a value that indicates the type of operation from which the email originated. The sub-type is one of the following:
- Administration. Emails that are sent to Oracle CRM On Demand Customer Care.
- Assignment Manager – Lead. Emails that are sent to users when the assignment manager assigns a lead to a user.
- Assignment Manager – SR. Emails that are sent to users when the assignment manager assigns a service request to a user.
- Batch Operations. Emails that are sent to users when they perform actions such as deleting records using the Batch Delete feature, or assigning books to records using the Batch Assign Books feature.
- Export. Emails that are sent to users when they export records.
- Forecast. Emails that are sent in connection with forecasts.
- Fund Request. Emails that are sent to users when fund requests are submitted.
- Import. Emails that are sent to users when they import records.
- Integration Events. Emails that are sent to users in connection with integration events and integration event queues.
- Partner Relationship. (Specific to Oracle CRM On Demand Partner Relationship Management Edition) Emails that are sent to users when they are set up as users within a partner organization.
- Service Allotments. Emails that are sent to users in connection with service allotments and license allotments.
- Trial Account. Emails that are sent to users in connection with trial accounts for Oracle CRM On Demand.
- User Management. Emails that are sent to users when they are set up in Oracle CRM On Demand, and emails sent to users in connection with certain changes to their user account.
- Workflow. Emails that are sent to users by workflow actions.
- 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 three times. If on the third attempt the email fails to send, the status changes to Error.
- Sent. The email has been successfully sent.
- Suppressed. The email was not sent, because Oracle CRM On Demand does not send emails to the specified address.
- Error. The email request did not complete because an error occurred.
- From. The email address of the person or company who sent the email.
- 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 user sign-in ID of the user who initiated the email.
- Subject. The subject of the email.
- Workflow Id. If the email originated from a workflow action, then this column shows the ID of the workflow action. You can drill down to view the details of the workflow action.
- 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.
- 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.
- To download an attachment for a sent email, do the following:
- In the Email Monitor or Email List page, click the Subject link for the email.
- 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.
- To delete a single attachment for a sent email, do the following:
- In the Email Monitor or Email List page, click the Subject link for the email.
- 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
- In the Email Monitor page, in the Sent Items section, click Show Full List.
- 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.
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