Email Histories
Email Histories Report
The Email Histories Report in the ERP application provides a complete log of all emails sent from the system to customers, vendors, employees, or other stakeholders. This report helps track communication, monitor the status of sent emails, and maintain a history for auditing, compliance, or follow-up purposes.
Purpose
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To maintain a record of all system-generated or user-sent emails.
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To verify successful delivery and identify failed or bounced emails.
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To support audit trails and compliance requirements.
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To assist customer support and sales teams in tracking communication history.
Key Features
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Displays all email communications sent from the ERP system.
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Tracks email date, time, recipients, subject, and delivery status.
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Provides filters by date range, recipient, module (Sales, Purchase, HR, etc.), and email status.
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Allows export to Excel, PDF, or CSV for reporting and archiving.
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Helps in identifying communication gaps or delivery failures.
Typical Data Fields in Email Histories Report
| Field Name | Description |
|---|---|
| Email ID | Unique identifier for each email record. |
| Date & Time | Timestamp when the email was sent. |
| Recipient | Email address of the receiver(s). |
| CC/BCC | Any carbon copy or blind carbon copy recipients. |
| Module | ERP module from which the email originated (e.g., Sales, Purchase, HR). |
| Subject | Subject line of the email. |
| Content Preview | Short preview or snippet of the email body. |
| Status | Email delivery status (Sent, Delivered, Failed/Bounced). |
| Sent By | Name of the user or system process that sent the email. |
| Attachments | List of attached files, if any. |
| Remarks | Any notes or error messages related to failed emails. |
Sample Data
| Email ID | Date & Time | Recipient | CC | Module | Subject | Status | Sent By | Attachments | Remarks |
|---|---|---|---|---|---|---|---|---|---|
| EML-001 | 10-08-2025 09:15 | john.smith@example.com | sales@abc.com | Sales | Invoice INV-1001 | Sent | Priya Mehta | INV-1001.pdf | - |
| EML-002 | 11-08-2025 14:40 | vendor@xyz.com | - | Purchase | PO-2025-056 Confirmation | Delivered | Ramesh Kumar | PO-2025-056.pdf | - |
| EML-003 | 12-08-2025 11:25 | employee@company.com | hr@company.com | HR | Leave Approval Notification | Failed/Bounced | Anita Verma | - | Invalid recipient email |
| EML-004 | 12-08-2025 16:00 | client@pqr.com | - | Sales | Quote QT-1005 Sent | Sent | John Smith | QT-1005.pdf | Follow-up required if no response |
Benefits
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Communication Tracking: Maintains a centralized log of all email communications.
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Audit Trail: Supports auditing for regulatory or compliance purposes.
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Issue Resolution: Helps identify failed emails for corrective action.
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Customer Follow-up: Provides insights for timely follow-up with customers or vendors.
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Performance Analysis: Monitors email communication efficiency across departments.