Email history
"Settings" → "Administration" → "Email history" is the log of the business email your organization's Flowtly workspace tried to send, and of the email it held back on purpose. It answers "was this person emailed, and if not, why?" It lists only records, one row each: a row opens nothing.
The log covers four kinds of email, shown as the Category: Time off, Employment agreements, Organisation invoices and Projects and tasks. Sign-in, account and platform messages are not on it.
Who can change it
Only an administrator can open this screen. Nothing on it can be edited; it is read-only.
The controls on this screen
Refresh: reloads the list with the filters as they are.
Outcome: filters by what happened to the message. Choose All outcomes to remove the filter.
From (UTC) and To (UTC): limit the list to a range of days, counted in UTC. Both days are included. Clear date empties either field. The From date cannot be later than the To date.
Category: filters by the four kinds above, or All outcomes to remove the filter.
Triggered by: shows only email caused by one person. It needs a complete email address and matches it exactly, ignoring upper and lower case; a half-typed address shows Enter a complete email address and is not applied. Email raised with no signed-in user, such as a scheduled reminder, has nobody recorded and never matches.
Previous and Next: move through the pages of 50 rows. The current page number sits between them.
The Date and time heading sorts the list, newest first by default; click it to flip the order.
Every filter you set is kept in the page address, so a reload or a shared link restores the same view.
The columns
| Column | What it shows |
|---|---|
| Date and time | When the event was recorded. |
| Category | The kind of email, plus the time off request it was about when there is one, such as "Time off request #412". A Demo example tag marks sample rows from a demo organization. |
| Triggered by | The signed-in person whose action caused it, or "No signed-in user". |
| Recipients | The addresses the message went to. Where nobody was told, a line "Would have gone to" names who would have been: addresses, team members with an account, and people with no Flowtly account, who would not have been notified either. When no address was recorded the cell reads "Recipients not recorded". |
| Outcome | What happened, with the reason beneath it. |
The outcomes
| Outcome | Meaning |
|---|---|
| Sent | The message was handed to the mail provider. It records a successful send, not confirmed delivery. The row adds "Send recorded here, not delivery. A confirmation, if one arrives, is a separate entry." |
| Delivered | The provider confirmed that the receiving server accepted it. The only outcome that proves arrival. |
| Send failed | The message could not be sent. |
| Blocked by policy | An organization-level condition held it back. The reason is shown: the organization is not verified yet, it is a demo organization, the subscription is locked, or notifications are switched off for the whole organization. |
| Bounced | It left, and was refused afterwards. |
| Muted by settings | The person's notification preferences had that category switched off. The row names the category. |
| Paused temporarily | Notifications were paused for the person. The row shows "Paused until" and the time. |
| Notification type disabled | A notification setting was off at the time. The row names the setting and whether it was on or off. |
Reading an empty list
No records for these filters does not prove that nothing was sent. Outcomes were not recorded before a certain date, and a notice above the filters states it: "Outcomes of this kind have been recorded since" a date, or, for a range that starts earlier, that an empty result for the earlier period does not establish that nothing was sent or suppressed. A link from the audit trail narrows the list to one record and says so, with Show all email history to leave it.
Example use cases
- An administrator checks whether a colleague was emailed about an approved time off request, and finds Muted by settings with the muted category named.
- An administrator filters by Triggered by to see every message one manager's actions caused.
- After a complaint that invoice reminders never arrived, an administrator filters Category to Organisation invoices and Outcome to Bounced.
- A new organization sees Blocked by policy with "Your organisation is not verified yet" and knows why nothing went out.