Review Emails Sent to Users

The Sent Mail History feature provides a comprehensive log of all automated and mass communications dispatched to a specific user. Its primary purpose is to allow administrators to verify that critical messages, such as violation notices, invoices, and payment receipts, have been successfully delivered by the system. This article is intended for OPS-COM administrators responsible for user communications and troubleshooting.

Setup and Configuration

This feature is a core logging function and does not require any specific configuration to activate.

Admin Side: This feature is enabled by default. The system automatically logs communications generated by system tasks and user actions without any necessary administrative setup.

User Side: Users receive these emails in their personal inboxes but do not have a dedicated interface within the public portal to view their historical sent mail log.

Using this Feature

Administrators can use the following instructions to access a user's profile and view their specific communication history.

Accessing a Users Email History

1. Access the target user's profile using the administrative search tools.

2. Click the History tab.

3. Click History and choose Sent Mail.

Key Information Displayed

The Sent Mail page displays a list of all system-generated communications sent to the user, including the following key details and available actions:

• Subject: Displays the exact subject line of the email. Click the specific link in the Subject column to open a pop-up window displaying the exact body content of the email that was sent to the user.

• Date: Displays the exact date and time the email was successfully dispatched.

The following types of internal and automatic messages are commonly logged in the Sent Mail history:

• New and Overdue Violation Notices: Emails dispatched via the Send New Violation Notices and Overdue Violation Notices automated system tasks. The viewable link displays the notice letter exactly as it was generated.

• Receipts: Automated email receipts dispatched when a user completes a payment. The history log displays the actual email content, which may have a slightly different layout than the standard receipt view within the administrative portal.

• Invoices: Emails containing system-generated invoices that were generated and dispatched to the user.

Best Practices and Considerations

• Verify before troubleshooting: Always check the Sent Mail history first when a user reports not receiving an email. Confirming that the system successfully dispatched the message is the critical first step before investigating potential spam filters, blocked addresses, or typos in the user's profile.

• Prevent duplicate communications: Use this tool to verify past communications before manually resending notices or contacting users. Checking the history helps prevent sending duplicate messages and causing potential user confusion.

This history log strictly tracks emails sent directly through OPS-COM's automated systems. It does not log manual correspondence sent from personal or external email clients (e.g., Outlook, Gmail).