What is an Email Audit?

Enabling Email Audit for a form

1. Navigate to Settings > Compliance & Audit > Email Audit.
   
2. Enable the Audit option.
   
3. Click Save.
   
   
   

1. Form Level
   
2. Record Level
   
3. Org Level

Form Level: Viewing the Email Audit log of a form

1. Go to the forms listing (home page).
   
2. Click Audit under the form name that you want to view the email audit log for.
   
   
   
   
3. Go to the Email Audit tab. You will find the list of all the processed email deliveries here.
   
   
   
   
4. To view the detailed status of a specific email delivery, click on the email delivery you wish to view the details of. 

5. You will see a comprehensive email summary that includes essential information such as:
   

   • Request ID: A unique identifier assigned to this email delivery.
   • From Address: The email address from which the email was sent.
   • Date & Time of delivery: The exact date and time when the email was sent.
   • Recipients: A list of the email addresses to which the email was sent.
     
   • Triggered via: This displays the method or action that caused the email to be sent. For example, My Template indicates that the email was sent based on a specific template that was set up under email notifications settings.
   • Mail sent via: The email service or server used to send the email.
   • Delivery Status: The current status of the email delivery, indicating whether it was successfully delivered, bounced, or if sending failed.
     This information can help you identify any issues or confirm successful deliveries.
     
     
     
     Click the View Record option in the top-right corner of the email summary to view the form submission associated with the respective email delivery. This will provide you with detailed information about the form submission that triggered the email. The View Record option is available only for the form owner and form collaborators with Modify Form and Entries permission.
6. When reviewing your email deliveries under the Email Audit tab, you can filter the deliveries based on the status of delivery. Click the Delivery status dropdown filter as shown. Choose the appropriate status filter (All, Delivered, Sent, Sending Failed, Hard Bounce) from the dropdown menu to view emails with that specific status.

   
   
   

   1. All: This option displays all emails regardless of their delivery status. It includes emails that were delivered, sent, failed to send, or encountered a hard bounce.

   2. Delivered: Emails that have been successfully delivered to the recipient's email server. This status indicates that the email has reached the intended recipient's inbox.

   3. Sent: Emails that have been sent out but have not yet been confirmed as delivered. These emails are in transit and may soon be marked as delivered or encounter delivery issues.

   4. Sending Failed: Emails that failed to send due to various reasons such as server errors, invalid email addresses, or other issues preventing the email from being dispatched.

   5. Hard Bounce: Emails that have been returned to the sender due to permanent reasons such as invalid email addresses or the recipient's email server rejecting the email. A hard bounce indicates that the email will not be delivered successfully.
      By using these filters, you can effectively manage and audit your email deliveries, ensuring that your messages are reaching the intended recipients.

7. To efficiently manage and review your email deliveries, you can apply various filters to narrow down the list of email deliveries:

   1. Date & Time: Use the Date & Time filter to specify a date range within which the emails were sent. Select the start and end date and time.This will filter the list to show only the emails sent within the specified date and time range.

   2. From: Use the From filter to view emails sent from a specific email address.

   3. TO/CC: Use the TO/CC filter to find emails sent to or copied to a particular recipient.

   4. Subject: Use the Subject filter to search for emails with a particular subject line. This filter is case-sensitive. This will filter the list to show only the emails with the matching subject line.

Record Level: Viewing the Email Audit log of a form entry

At the Record Level, you can view email audits for individual form submissions. This is useful for tracking emails related to specific records or entries.

To view the email audit log of a form entry,

1. Go to All Entries or Reports section of your form.
   
2. Click the ellipsis icon to the left of a record and click the Email Audit option. You will find the list of all the processed email deliveries for that record on the left.
   

3. Click the email delivery that you want the details about. This includes essential information such as:
   

   • Request ID: A unique identifier assigned to this email delivery.
   • From Address: The email address from which the email was sent.
   • Date & Time of delivery: The exact date and time when the email was sent.
   • Recipients: A list of the email addresses to which the email was sent.
   • Mail sent via: The email service or server used to send the email.
   • Delivery Status: The current status of the email delivery, indicating whether it was successfully delivered, bounced, or is still pending.
     This information can help you identify any issues or confirm successful deliveries.
     

Note: A list of only the last 100 processed emails for that record are displayed here.

Org Level: Viewing the Email Audit log of forms

At the organizational level, you can view email audits across all forms and records within your organization. This provides a holistic view of all email communications.

1. Click the  icon in the top-right corner to access the Control Panel. 
   
2. Click Email Audit under Data Administration. Here, you can see a comprehensive list of email deliveries across the entire organization for different forms.
3. To view the detailed status of a specific email delivery, click on the email delivery you wish to view the details of. 

4. You will see a comprehensive email summary that includes essential information such as:
   

   • Request ID: A unique identifier assigned to this email delivery.
   • From Address: The email address from which the email was sent.
   • Date & Time of delivery: The exact date and time when the email was sent.
   • Recipients: A list of the email addresses to which the email was sent.
   • Mail sent via: The email service or server used to send the email.
   • Delivery Status: The current status of the email delivery, indicating whether it was successfully delivered, bounced, or is still pending.
     This information can help you identify any issues or confirm successful deliveries.
5. When reviewing your email deliveries under the Email Audit tab, you can filter the deliveries based on the status of delivery. Click the Delivery status dropdown filter as shown. Choose the appropriate status filter (All, Delivered, Sent, Sending Failed, Hard Bounce) from the dropdown menu to view emails with that specific status.
   

6. To efficiently manage and review your email deliveries across the org, you can apply various filters to narrow down the list of email deliveries:

   1. Form: 
      
      This filter lets you select a specific form from the list of email audit-enabled forms. By choosing a particular form, you can view email deliveries associated only with that form.
      

   2. Date & Time: This filter lets you specify a date range within which the emails were sent. Select the start and end date and time.This will filter the list to show only the emails sent within the specified date and time range.
      

   3. From: This filter lets you view emails sent from a specific email address.

   4. TO/CC: This filter lets you find emails sent to or copied to a particular recipient.

   5. Subject: This filter lets you search for emails with a particular subject line. This filter is case-sensitive. This will filter the list to show only the emails with the matching subject line.
      

Note:

1. The org level email audit in is available only for the Admin and the Super Admin. 
2. Email delivery history is available for the past 90 days only.
   
3. Email Audit feature is available only in the paid plans.
   
4. Email audit logs are available only for emails processed through email notification settings configured under Settings > Email & Notifications and Form Rules.