Email Logs

Email Logs provides comprehensive tracking of all emails sent through FormaMail, including delivery status, error details, and email content.

Overview

Every email sent through FormaMail is logged with detailed information about its journey from sending to delivery (or failure). The Email Logs page helps you monitor, troubleshoot, and analyze your email operations.

Email Log Columns

Checkbox

• Purpose: Select emails for bulk actions
• Actions: Select individual or select all with indeterminate state

Timestamp

• Shows: When the email was sent
• Format: MMM DD, YYYY HH:MM AM/PM
• Timezone: Your account timezone
• Sort: Click to sort ascending/descending

Recipient

• Shows: Email address of recipient
• Clickable: Opens email details modal
• Masked: First 2 characters visible for privacy

Subject

• Shows: Email subject line
• Truncated: Long subjects show ellipsis (…)
• Preview: Hover to see full subject

Template

• Shows: Template name (if used)
• Link: Click to open template
• Direct Send: Shows “Direct Send” if no template used

Status

• Badge colors:
  • 🟢 Delivered (Green): Successfully delivered
  • 🟡 Pending (Yellow): In queue or being processed
  • 🔴 Failed (Red): Delivery failed
  • 🟠 Bounced (Orange): Hard or soft bounce
  • 🔵 Queued (Blue): Waiting in queue
  • ⚫ Rejected (Gray): Rejected by recipient server
  • 🟣 Spam (Purple): Marked as spam
  • 🔴 Error (Red): System error occurred

Actions

• View Details: Opens modal with full email information
• Retry (for failed): Attempt to resend
• Delete: Remove from logs

Filtering and Search

Search Bar

Located at the top-left, search by:

• Recipient email address
• Subject line
• Template name
• Email ID

Date Range Picker

• From Date: Start of date range
• To Date: End of date range
• Quick select: Today, Last 7 days, Last 30 days, Custom

Template Filter

Dropdown to filter by specific template:

• All Templates
• Direct Sends (no template)
• Individual templates listed

Status Filter

Multi-select toggle badges:

• Click to activate/deactivate
• Multiple statuses can be selected
• Shows count for each status type

Clear Filters Button

• Resets all filters to default
• Clears search query
• Returns to “All Emails” view

Bulk Actions

Select multiple emails (via checkboxes) to perform bulk operations.

Export Selected

Download email logs in two formats:

• CSV: Spreadsheet format for analysis
• JSON: Structured data for programmatic use

CSV includes:

• Timestamp, Recipient, Subject, Template, Status, Error Message

JSON includes:

• All fields plus metadata, headers, and full content

Delete Selected

Permanently remove selected emails from logs.

Warning: This action cannot be undone. Consider exporting before deletion.

Steps:

1. Select emails via checkboxes
2. Click “Delete Selected”
3. Confirm deletion in dialog
4. Emails are permanently removed

Retry Failed

Attempt to resend failed emails.

Available for:

• Failed status
• Error status
• Rejected status

Process:

1. Select failed emails
2. Click “Retry Failed”
3. System requeues emails
4. New log entries created for retry attempts

Email Details Modal

Click on any email to open the details modal.

Overview Tab

Email Information:

• From: Sender email address and name
• To: Recipient email address
• Subject: Full subject line
• Template: Template used (if any)
• Status: Current delivery status
• Sent At: Timestamp of sending
• Delivered At: Timestamp of delivery (if delivered)

Attachments:

• List of attached files
• File names, types, and sizes
• Download links for each attachment

HTML Body Tab

Preview:

• Rendered HTML email in sandboxed iframe
• Full width preview
• Scrollable content
• Safe rendering (no external scripts)

Features:

• Zoom in/out
• View on mobile size
• View on desktop size
• Copy HTML source

Plain Text Tab

Content:

• Plain text version of email
• Useful for debugging
• Shows fallback content for non-HTML clients

Events Timeline Tab

Chronological list of all events for this email:

Event types:

1. Queued: Email added to sending queue
2. Processing: System is preparing email
3. Sent: Email dispatched to SMTP server
4. Delivered: Recipient server accepted email
5. Opened: Recipient opened email (if tracking enabled)
6. Clicked: Recipient clicked link (if tracking enabled)
7. Bounced: Email bounced (hard or soft)
8. Complained: Marked as spam by recipient
9. Failed: Delivery attempt failed

Event details:

• Timestamp
• Event type and icon
• Detailed message
• Server response (if applicable)
• Error code (if error)

Pagination

Navigate through large lists of emails efficiently.

Controls:

• Items per page: 10, 20, 50, 100
• Page numbers: Smart display with ellipsis
• Previous/Next: Navigate between pages
• Go to page: Jump to specific page number

Display:

• Shows: “Showing X-Y of Z emails”
• Maintains filters and search across pagination
• URL updates with page parameter for sharing

Email Status Explained

Delivered

Email successfully delivered to recipient’s inbox.

What it means: The recipient’s mail server accepted the email.

Note: Delivered doesn’t guarantee the email was read, only that it reached the server.

Pending

Email is being processed or in delivery queue.

What it means: Email is waiting to be sent or is in transit.

Typical duration: 0-30 seconds

Action needed: None, wait for status update

Failed

Email delivery failed due to various reasons.

Common causes:

• Invalid email address
• Recipient server rejected email
• SMTP configuration error
• Rate limit exceeded

Action: Check error message in details, fix issue, and retry

Bounced

Email bounced back from recipient server.

Types:

• Hard Bounce: Permanent failure (invalid address, domain doesn’t exist)
• Soft Bounce: Temporary failure (mailbox full, server down)

Action:

• Hard bounces: Remove from list
• Soft bounces: Retry after some time

Rejected

Recipient server rejected the email.

Common reasons:

• Spam filters
• Blacklisted sender
• Policy violations
• Authentication failure

Action: Review email content, check sender reputation

Spam

Recipient marked email as spam.

Impact: Hurts sender reputation

Action: Review email content, ensure compliance, provide easy unsubscribe

Best Practices

Monitor Failed Emails

Check Email Logs daily for:

• Spike in failures
• New error patterns
• Bounced emails

Action: Address issues promptly to maintain sender reputation

Clean Your Email List

Regularly remove:

• Hard bounced addresses
• Addresses with repeated soft bounces
• Spam complaints

Frequency: Weekly review

Export for Analysis

Export logs monthly for:

• Trend analysis
• Deliverability reports
• Compliance records

Use Filters Efficiently

Save time with filters:

• Filter by failed to find issues
• Filter by template to analyze performance
• Filter by date range for reporting

Keyboard Shortcuts

• F - Focus on search bar
• D - Toggle date picker
• S - Toggle status filter
• R - Refresh logs
• Esc - Close details modal

Common Questions

How long are email logs retained?

Email logs are retained for 90 days by default. After this period, logs are automatically deleted to ensure data privacy and compliance with GDPR. Contact us if you need custom retention periods for your organization.

Can I delete email logs?

Yes, but it’s permanent. Email logs can be deleted individually or in bulk. Consider exporting before deletion.

Do retried emails create new log entries?

Yes, each retry attempt creates a new log entry with a reference to the original email.

Why does my email show “Delivered” but recipient says they didn’t receive it?

“Delivered” means the recipient’s server accepted the email. It may be in spam folder or filtered by the recipient.

What’s Next?

• 📊 Analytics - Analyze email performance metrics
• 📄 Attachment Logs - Track PDF and Excel generation
• 🎨 Templates - Manage your email templates

Need help? Contact support@formamail.com or check our FAQ