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Email Checking System Documentation

1. Overview

The email checking system is designed to ensure that emails are being sent, received, and tracked properly. This includes verifying delivery statuses, monitoring email logs, and identifying potential issues with individual emails. The primary function of this system is to offer insight into the success or failure of email transmissions and assist in troubleshooting and auditing email delivery, ensuring that issues can be flagged and addressed promptly.

There are several types of checks and logs involved in this system:

  • Email Logs: Tracking email activity from sending to receipt.
  • One-Time Verification Emails: Verifying that an email has been delivered and opened.
  • Sender Email Address: Monitoring the email address used to send messages, ensuring it is legitimate and properly configured.

In this documentation, we will discuss how to monitor, search, and manage email logs within the system.

2. Accessing and Managing Email Logs

To check the email logs, you need to follow these steps:

Login to CBP Admin:

  • Use your admin credentials to access the CBP Admin panel.
  • Navigate to the “Manage Emails” section.
  • Open the Email Logs option.

Email Logs Interface:

After accessing the email logs, you will see a detailed table that contains the following columns for each email:

Date From Email To Email Subject Status
2025-08-11T19:25:13.000Z vm@commercescience.com yesadel217@myweblaw.com Required: Store eMail Verification Send
2025-09-15T15:58:16.000Z vm@commercescience.com xenij82384@colismarl.com Required: Store eMail Verification Send
2025-09-15T16:18:16.000Z vm@commercescience.com xenij82384@colildsmarsl.com Required: Store eMail Verification Send
2025-09-17T14:37:24.000Z ali+support@commercescience.com testuser+1758119839@example.com Your Customer Credentials to Access your Customer Account Delivery

3. Understanding the Email Logs Data

Each entry in the email log contains the following key data points:

  1. Date:

    • Displays the exact date and time when the email was processed or sent.
    • Format: YYYY-MM-DDTHH:MM:SS.ZZZZ.

  2. From Email:

    • The email address used to send the email.
    • For example, vm@commercescience.com.

  3. To Email:

    • The recipient's email address.
    • This is the address the email was sent to, for example, yesadel217@myweblaw.com.

  4. Subject:

    • A brief description or title of the email content.
    • For instance, "Required: Store eMail Verification".

  5. Status:

    • Describes the email’s journey and delivery status. This is crucial for identifying any issues with email delivery. The status can include the following:
      • Send: The email was successfully sent to the mail server.
      • Delivery: The email was successfully delivered to the recipient's mail server.
      • DeliveryDelay: The email experienced a delay in delivery.
      • Bounce: The email failed to reach the recipient, often due to issues like invalid email addresses or server problems.
      • Open: The recipient opened the email.
      • Click: The recipient clicked a link within the email.

Example Status: Send | Delivery | Bounce, which indicates the email was sent, delivered, and then bounced back due to an error.

4. Searching and Filtering Email Logs

The email logs interface provides an advanced search functionality that allows you to filter and find specific email logs based on certain criteria. This functionality can be used to quickly narrow down results and track down issues. You can filter by the following fields:

  1. Date Range:

    • Search for emails sent within a specific date range.
    • This is helpful when you need to check email delivery or bounce issues for a particular timeframe.

  2. From Email:

    • Search for emails sent by a specific sender.
    • This is useful for auditing or checking the performance of a particular email address.

  3. To Email:

    • Search for emails sent to a specific recipient.
    • Helpful if you're trying to identify issues with emails sent to a specific customer or group.

  4. Subject:

    • Search for emails with a specific subject line.
    • This can help in identifying emails related to a specific campaign or event.

  5. Status:

    • Filter by delivery status to identify emails that failed to deliver, bounced, or were delayed.
    • You can filter for specific statuses like Send, Delivery, Bounce, Open, etc.

Example: If you want to find all emails that bounced after being sent on 2025-09-15, you can apply the following filters: - Date: 2025-09-15 - Status: Bounce

  • You may combine multiple filters (e.g., a specific sender, recipient, subject, and date range) to create highly refined queries.

5. Rearranging the Email Logs

The system allows for sorting and rearranging the data in the email logs interface. You can sort the logs by any column in ascending or descending order:

  • By Date: Sort by the most recent or oldest emails.
  • By From Email: Group emails by the sender’s email address.
  • By To Email: Group emails by the recipient.
  • By Subject: Organize emails based on their subject lines.
  • By Status: Sort emails by their delivery status.

To rearrange, simply click on the column header for the field you want to sort by. The system will toggle between ascending and descending order.

6. Example Scenarios for Email Logs Analysis

  1. Tracking Delivery Failures: If you want to ensure that emails are being delivered properly, filter the logs by the Bounce status. If you find multiple bounces from a particular recipient or a group of recipients, there may be an issue with their email address or server.

  2. Checking Email Verification Success: If the subject contains “Store eMail Verification,” filter by subject and then check the delivery and bounce status to verify if the verification emails are being successfully sent and opened.

  3. Monitoring Open Rate: You can track the effectiveness of email campaigns by filtering for the Open status. This will show you which emails were opened by the recipient, allowing you to gauge engagement levels.

  4. Identifying Delivery Delays: If you notice many emails with a DeliveryDelay status, this could indicate a problem with the email server, connectivity issues, or other delays in the system.

7. Advanced Features

The system may also provide additional features for email monitoring:

  1. Email Delivery Analysis:

    • Provides detailed metrics on delivery times, bounce rates, and open rates.
    • This analysis can be used to improve future email campaigns.

  2. Automated Alerts:

    • Set up alerts to notify you of failed deliveries, bounces, or delays. This feature helps the team to take prompt action on critical issues.

  3. Exporting Logs:

    • You may export the email logs to CSV or Excel for further analysis or reporting. This allows for offline access to the data for long-term tracking.

  4. Audit Trails:

    • The system might include a feature to track who accessed or modified email logs, ensuring accountability and transparency in the email monitoring process.