Email Logs

The email log allows you to trace all communications generated by Avanteam. This traceability is essential for resolving disputes about information reception and for diagnosing sending issues.

Access

Access Path: AdminTools Menu > Select Email Log (EmlLog.aspx)

Interface

Main Columns

Column	Description	Usage
Checkbox	Selection for batch actions	Process multiple emails
Date	Sending date and time (DD/MM/YYYY HH:MM:SS)	Timeline
Reference	Associated document reference	Context
Recipient	Recipient email address(es)	Identification
Sender	Avanteam system address	Verification
Subject	Email subject	Message nature
Status	Success / Sent / Error / Failed	Sending status

Possible Statuses

Success / Sent:

• Email sent correctly to SMTP server
• No reception guarantee (depends on recipient server)
• Normal state

Error / Failed:

• Problem during sending
• Cause to be identified (see Details)
• Email not sent

Pending:

• Email in queue
• Asynchronous processing in progress
• Should change to "Sent" quickly

Features

Action Buttons

Export:

• Downloads the list in CSV or Excel format
• For external analysis or archiving
• Compliance justification

Filter:

• Opens the filtering panel
• Allows display restriction by criteria

Display:

• Customizes visible columns
• Modifies display order

Refresh:

• Reloads the list
• Shows the most recent emails

Available Filters

Period:

• Start date and end date
• Restricts to a time range

Recipient:

• Specific email address
• Exact or partial search

Status:

• Success, Error, All
• Focuses on problems

Document Reference:

• Document number or code
• Finds emails linked to a file

Keywords in Subject:

• Text search
• Ex: "Validation", "NC", "Urgent"

Email Actions

View Details:

• Click on a row
• Shows complete content
• Technical details (SMTP server, errors)

Resend:

• For failed emails
• Relaunches sending
• Useful if configuration has been fixed

Delete:

• Removes from history

warning

Irreversible action. Use with caution.

Use Cases

Case 1: Proof of Sending

Situation: A pilot claims not to have received the validation notification

Procedure:

1. Access the Email Log
2. Filter:
   • Recipient: pilot's email
   • Period: Task date (± a few days)
3. Search for the line corresponding to the notification
4. Check the Status:
   • "Sent": The application did its job
   • "Error": Sending problem on Avanteam side
5. If "Sent":
   • Problem on collaborator's messaging side (Spam, rules)
   • Export the line as proof
   • Communicate to the collaborator
6. If "Error":
   • Consult error details
   • Fix the configuration
   • Resend the email

Result: Objective clarification, documented proof

Case 2: Diagnosis of Unreceived Emails

Situation: Several users are not receiving notifications since this morning

Procedure:

1. Access the Email Log
2. Filter:
   • Period: Since this morning
   • Status: Error
3. Analyze the results:
   • How many emails in error?
   • All recipients or only some?
   • Common error message?
4. Click on an error line
5. Consult Details:
   • SMTP error, timeout, authentication?
6. Actions according to error:
   • SMTP problem: Check configuration
   • Timeout: Check messaging server
   • Authentication: Check credentials
7. Once fixed, resend failed emails

Result: Problem identified and resolved, emails sent

Case 3: Traceability Audit

Situation: ISO 9001 audit, prove that procedure modifications are notified

Procedure:

1. Access the Log Journal
2. Export procedure modifications (audit period)
3. Access the Email Log
4. Filter:
   • Period: Audit period
   • Subject: "Procedure" (or specific term)
5. Export the complete list
6. Cross-reference the two exports:
   • For each modification, verify the corresponding email
   • Status "Sent" = effective notification
7. Present both exports to the auditor

Result: Proof of compliance with communication requirement

Case 4: Statistical Analysis

Situation: Understand the volume of generated emails

Procedure:

1. Export the log (full month)
2. Open in Excel
3. Create pivot tables:
   • Number of emails per day
   • Distribution by type (subject)
   • Error rate
4. Identify trends:
   • Sending peaks (days, hours)
   • Most frequent email types
   • Recurring problems
5. Optimize:
   • Group notifications if too numerous
   • Schedule sending outside peak hours
   • Fix recurring errors

Result: Notification optimization, better user experience

Management and Maintenance

Regular Purging

Issue: The log can become voluminous

Recommended Frequency:

• Monthly: Export and archiving
• Quarterly: Purge logs > 3 months
• Annually: Complete purge after archiving

Procedure:

1. Export the period to be purged
2. Archive the export in a safe place
3. Select emails to delete (date filtering)
4. Delete
5. Check performance (improvement)

Export and Archiving

Formats: CSV or Excel

Recommended Naming:

EmailLog_Avanteam_YYYYMM.csv

Archive Contents:

• Export file
• Explanatory document (period, context)
• Monthly statistics

Retention Duration:

• Minimum: 1 year (traceability)
• Recommended: 3 years (audit)
• Maximum: According to your sector's regulations

Best Practices

Consultation

Daily:

• Quick check of daily errors
• Processing of failed emails

Weekly:

• Analysis of recurring errors
• Identification of configuration problems

Monthly:

• Export and archiving
• Statistics (volume, error rate)
• Purge if necessary

Correlation with Other Tools

Log Journal:

• System sending errors
• Application context

Email Log:

• Detail of each email
• Sending status

Email Sending Test (AdminTools):

• Configuration validation
• Real-world testing

Use all three together for complete diagnosis

Security and Confidentiality

Sensitive Data:

• The log contains email addresses
• Protect exports (GDPR)
• Limit access to administrators

Anonymization:

• For external transmission, anonymize if necessary
• Replace emails with identifiers

Limitations

What the Log Shows

Sending from Avanteam to SMTP Server:

• Status "Sent" = Email delivered to SMTP server
• The application did its job

What the Log Does NOT Show

Final Delivery:

• Actual reception by recipient
• Spam classification
• Recipient firewall blocking
• Invalid email address (depending on SMTP configuration)

Email Reading:

• Opening by recipient
• Link clicks

Going Further

Advanced Solutions:

• Delivery tracking (external service)
• Read confirmation (email protocol)
• Integrated ticketing system
• In-app notifications (in addition to emails)

These advanced features require specific configuration. Contact Avanteam support for more information.

Troubleshooting

Emails Marked "Sent" but Not Received

Possible Causes:

1. Recipient's anti-spam filter
2. Messaging rules (automatic sorting)
3. Full mailbox
4. Incorrect email address

Actions:

• Ask recipient to check their spam folder
• Verify address in user profile
• Test with an alternative address
• Add Avanteam sender to whitelist

Many Emails in "Error"

Possible Causes:

1. Incorrect SMTP configuration
2. Messaging server unavailable
3. Authentication failed
4. Blocked port

Actions:

• Test with AdminTools > Email Sending Test
• Check Web.config configuration
• Contact system/network administrator
• Consult Windows system logs

Emails in Prolonged "Pending"

Cause:

• Blocked scheduled sending task

Actions:

• Check AdminTools > ProcessTimers
• Check "Deferred Notification Sending" task
• Force execution if necessary
• Restart Application Pool as last resort

Support

For advanced needs (read tracking, integration with specific messaging server, alternative notifications), contact Avanteam support.