Reviewing emails sent

What it is

CouncilPapers keeps a copy of every email it sends on your council's behalf - agenda and minute notifications, welcome emails, and the like - so you can check what went out, to whom, and whether it was delivered. This is the place to look when a councillor says they did not receive a notification.

Three ways in

You can reach the email records from whichever starting point suits the question:

• All emails - Emails in the left-hand menu lists everything sent for the council, most recent first.
• Meeting emails - on a meeting's page, click Meeting Emails to see just the emails sent about that meeting.
• Emails to a councillor - on a councillor's profile, click View Emails to Councillor to see everything sent to that one person.

What each list shows

Every list uses the same columns:

• Sent - the date and time the email was sent.
• Sent By - the account the send is attributed to.
• Meeting - the meeting the email relates to, where applicable.
• Subject and Template Used - what the email was.
• Status - a coloured badge showing where the email got to (see below).

Reading the status

The Status badge tells you how far the email got:

• Queued - created and waiting to be sent.
• Sending - currently being transmitted.
• Sent - successfully handed over for delivery.
• Temporary Error - a retry-able problem (for example a timeout); the system will try again.
• Permanent Error - a non-retry-able failure, such as an invalid address. These will not be retried and are the ones to investigate - a wrong or mistyped address is the usual cause.

Viewing a single email

Click any row to open Review Sent Email. This shows the full, rendered email exactly as it was sent, together with its status and - if it failed - when. Use this to confirm the content and recipients of a specific message.

If a councillor didn't get an email

Open their emails - View Emails to Councillor on their profile - and check the status. A Sent badge means it left CouncilPapers successfully, so the next place to look is the councillor's own spam or junk folder. A Permanent Error points to a problem with their address - correct it on their profile. For how and when notifications are triggered, see Councillor notifications; for other actions on a meeting, see the activity log.