Sent emails
In the Sent section, you will find an overview of all emails sent by the system.
Here you can track when, to whom, and with which template a message was sent -- e.g. notifications about events or virtual machines.
This overview serves as proof and verification, in case users report not having received an expected message, or if you want to check whether a specific dispatch took place.
Where can I find this section?
Via main menu: Emails → Sent
Alternatively accessible via: Accessible via links from tasks, events, or users
Features at a glance
- View all automatically or manually sent emails
- Filter by recipient, send time, subject, or status
- View subject, content, and delivery status
- Verify the send time and any error messages
- Link to the respective email template and task
Important fields at a glance
| Field name | Description |
|---|---|
Content | The actual message text of the sent email. Contains the resolved content of the template including all placeholders used. |
Created at | Timestamp when the email was generated in the system and prepared for dispatch. |
Email template | Reference to the email template used, which defines the text, layout, and any placeholders. |
Recipient | Email address of the recipient to whom the message was sent. For system emails, this is typically the address of a user account. |
Reply-to address | Email address to which replies from the recipient should be sent. May differ from the actual sender. |
Sender name / Sender address | Displayed name and sender address that the recipient sees in their email application. These values are typically taken from the email template or the global system settings. |
Status | Current delivery status of the email, e.g. *sent* (successfully sent), *failed* (delivery error), or *queued* (in queue). |
Subject | Subject line of the email. Displayed in the recipient's inbox. |
Example or use case
A user reports that she did not receive a notification about the start of an event. In the Emails → Sent view, you can search for her address and see that the email was successfully sent. This allows you to trace the dispatch or identify possible errors (e.g. rejected delivery).
Notes / special considerations
- Failed emails can be resent if needed.
- Sent emails are stored for a defined period and then automatically deleted, see Administration -> Installation -> Configuration.
- For large volumes of system emails (e.g. event start), dispatch is performed in batches (bulk send).
- The actual email dispatch is performed asynchronously by the task worker process.
- In the detail view of an email, the email template name used and the recipient are directly visible.
Relationships to other objects
Many objects in OpenVLE are related to other elements within the system. The following overview shows which relationships exist and whether they trigger certain automations.
| Object | Description | Automatic behavior |
|---|---|---|
| Email template | Each sent email is assigned to exactly one email template. | No automations. |
| Tasks | System-internal tasks that are automatically created and monitored for actions (e.g., starting, stopping, or cloning). | Automatic creation for certain processes or actions. |
Required permissions
The permissions required for actions can be assigned via roles or individually. If you lack certain rights, the corresponding functions in the user interface are hidden or disabled.
| Action | Required permission | Path | Additional information |
|---|---|---|---|
| View emails | mails_read | / | |
| Send emails | mails_send | / | |
| Send emails (bulk) | mails_send_bulk | / | Beta |