Email Log Report

The Email Log Report shows a history of every email sent by AccuArk, including its delivery status and the business entity it relates to. Use this report to confirm that emails were delivered, troubleshoot failed deliveries, and audit outbound communication. The report is accessible from Reports > Email Log.

Accessing the Email Log Report

1. Click Reports in the main menu bar
2. Click Email Log

The report opens within the main application window with filter controls at the top and the email log grid below.

Report Columns

The Email Log Report displays the following columns:

Filters

The Email Log Report provides three filter controls:

• Date Range — Set the start and end date to control which emails are shown. Only emails sent (or attempted) within this range appear in the report.
• Status — Filter by delivery status to show only Sent, Failed, or Pending emails. This is especially useful when troubleshooting delivery issues — filter to Failed to see only the emails that did not go through.
• Search by Recipient — Type a full or partial email address to find emails sent to a specific recipient. This is helpful when a customer or vendor reports that they did not receive an expected email.

What Emails Does AccuArk Send?

AccuArk sends several types of automated and user-triggered emails:

Invoice Emails

When a user clicks the Email button on an invoice (via tsbEmail on the invoice toolbar), AccuArk sends the invoice details to the customer's email address on file. The email includes the invoice number, line items, totals, and any customer-facing notes. These emails appear in the log with Template Type set to Invoice.

Work Order Emails

Work order documents can be emailed to customers or team members. These are typically sent when an invoice is in a work-in-progress status and the customer needs to see what work is planned. Template Type: Work Order.

Customer Statement Emails

Periodic account statements can be emailed to customers showing their account activity, outstanding balance, and payment history. Template Type: Statement.

Notification Emails

System-generated notifications may be sent for events such as invoice status changes, delivery confirmations, customer approval requests, and recurring invoice generation. Template Type: Notification.

Purchase Order Emails

Purchase orders can be emailed directly to vendors from the PO form. Template Type: Purchase Order.

Understanding Email Statuses

Each email in the log has one of three statuses:

Sent

The email was successfully handed off to the SMTP server for delivery. A Sent status means AccuArk transmitted the message without errors. Note that Sent confirms the email left AccuArk, but it does not guarantee the recipient received it in their inbox — the email could still be caught by the recipient's spam filter or rejected by their mail server.

Failed

The email could not be sent. Common causes of Failed emails include:

• Invalid recipient address — The email address is malformed or does not exist
• SMTP server unreachable — The outgoing mail server is down or not configured correctly
• Authentication failure — The SMTP username or password is incorrect
• Connection timeout — The server took too long to respond, possibly due to network issues
• Attachment too large — If the email includes a PDF attachment that exceeds the server's size limit

Pending

The email is queued for delivery but has not yet been transmitted. Pending emails are processed in the background. If an email stays in Pending status for an extended time, it may indicate that the email sending service has stalled or that there is a network connectivity issue.

Troubleshooting Failed Emails

When you see Failed emails in the log, follow these steps:

1. Check the recipient address — Verify that the To Address is a valid email address with no typos
2. Check email settings — Go to the Email Settings in the system configuration and verify that the SMTP server, port, username, and password are correct
3. Test the connection — Use the Test Email button in Email Settings to send a test message. If the test fails, the issue is with the SMTP configuration, not with AccuArk.
4. Check your network — Ensure the computer running AccuArk has internet access and can reach the SMTP server on the configured port
5. Review server limits — Some SMTP providers have daily sending limits. If you have sent a large volume of emails, you may have hit the limit.
6. Try resending — Open the related entity (e.g., the invoice) and use the Email button to resend the email

Permissions

Access to the Email Log Report is controlled by email-related permissions. Users with the EMAIL_VIEW_LOG permission can open and view this report. The ability to send emails from invoices, work orders, and other forms is controlled by the EMAIL_SEND permission.

Exporting and Printing

Like all AccuArk reports, the Email Log Report supports:

• CSV Export (Ctrl+E) — Export the log data to a spreadsheet
• PDF Export — Generate a formatted document
• Print Preview and Print (Ctrl+P) — Print the report directly

Tips

• Check daily for Failed emails — Filter by Failed status regularly to catch delivery problems before customers complain about missing emails
• Use recipient search — When a customer says they did not receive an email, search by their email address to see if the email was sent, failed, or is still pending
• Monitor Pending emails — If emails stay in Pending status for more than a few minutes, investigate the email service and network connectivity
• Keep email settings updated — If you change your email provider or SMTP credentials, update the Email Settings immediately to prevent all outgoing emails from failing
• Use the Related Entity column — Click through to the related invoice or document to see the full context of why an email was sent

Related Articles

• Getting Started with Reports & Analytics — How to navigate, filter, export, and print reports