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Personalizing Your Application > Accessing the Data and Integration Tools > Accessing Your Pending and Sent Emails
Accessing Your Pending and Sent Emails
Your personal email monitor shows 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 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)
Emails that are sent to you when you import records, and emails that are sent to you when a scheduled event for analytics is executed on your behalf, 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 to you when you 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 to the email, 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 your personal email monitor, regardless of whether or not the files were sent with the emails.
In your personal email monitor, the Email List page displays the following fields:
- Type. This column displays one of the following values:
- Customer. Emails that are sent by Oracle CRM On Demand to other users or to customers on your behalf.
- Operations. Emails that are sent by Oracle CRM On Demand to Oracle CRM On Demand Customer Care on your behalf.
- Service. Emails that are sent by Oracle CRM On Demand to you.
- 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 on your behalf.
- Assignment Manager – Lead. Emails that are sent to you when the assignment manager assigns a lead to you, and emails that are sent by the assignment manager that have your email address in the Return Email field on an assignment rule for reassigning leads.
- Assignment Manager – SR. Emails that are sent to you when the assignment manager assigns a service request to you, and emails that are sent by the assignment manager that have your email address in the Return Email field on an assignment rule for reassigning service requests.
- Batch Operations. Emails that are sent to you when you 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 you when you export records.
- Forecast. Emails that are sent to you or sent on your behalf in connection with forecasts.
- Fund Request. Emails that are sent to you or sent on your behalf when fund requests are submitted.
- Import. Emails that are sent to you when you import records.
- Integration Events. Emails that are sent to you 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 you when you are set up as a user within a partner organization.
- Service Allotments. Emails that are sent to you in connection with service allotments and license allotments.
- Trial Account. Emails that are sent to you in connection with a trial account for Oracle CRM On Demand.
- User Management. Emails that are sent to you when you are set up as a user within Oracle CRM On Demand, and emails that are sent to you in connection with certain changes to your user account.
- Workflow. Emails that are sent to you through workflow rules, and emails that are sent to you or to others by workflow rules that are triggered by your 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.
The following procedure describes how to access your pending and sent emails.
To access your pending and sent emails
- In the upper right corner of any page, click the My Setup global link.
- In your Personal Homepage, click Data and Integration Tools.
- In the Data and Integration Tools page, click Email Monitor.
- To view the content of an email, click the email subject.
- To download an attachment for a sent email, do the following:
- In the 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.
NOTE: You cannot delete a pending or sent email from your personal email monitor.
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