The Message Queue displays the system-generated emails your SmartSimple instance sends, such as those triggered by workflows and password activations. Administrators can use the queue to access sent messages, search for specific emails, view message content, delete messages, resend failed messages, enable Message Queue permissions, turn on failed-message alerts, and set email queue limits.
Who: Global administrators and system administrators
When to Use the Message Queue
Use the Message Queue when:
- Confirming that an important system-generated email, such as an award or decline notification, was sent successfully.
- Investigating a recipient complaint about a missing email by checking whether it reached the recipient's mail server.
- Stopping a message that was triggered in error before it leaves the queue and reaches the recipient.
- Maintaining a record of sent emails for IT or auditing purposes.
- Identifying and resolving delivery failures caused by incorrect or invalid email addresses.
Access the Message Queue
When the Message Queue is enabled for your role, it can be opened from the Menu icon in the upper navigation bar.
To access the Message Queue:
- Click the Menu icon in the upper navigation bar, and then select Message Queue from the Communication drop-down menu.
- Click the relevant tab to view emails sent from SmartSimple.
- In Queue - A message in the queue has left the SmartSimple server but has not yet reached the recipient's inbox. This stage typically lasts about five minutes. A queued message can be deleted to prevent it from reaching the recipient, for example when a notification is triggered in error.
- Sent - A message marked as Sent has reached the recipient's mail server. Sent messages cannot be edited and can be deleted only by global administrators. The Sent tab is useful for investigating reports of non-received emails, because it confirms that an email left the system. Reaching the server does not guarantee that the email reached an inbox; recipients should be advised to check their spam folder or incoming mail settings.
- Failed - The Failed tab displays system-generated emails that were not successfully transmitted to another server. Failures are commonly caused by incorrectly entered or non-existent email addresses.
- Archived - The Archived tab contains emails that were sent more than one year before the current date.
Search the Message Queue
The Message Queue includes a search function for filtering the list of messages. The search bar appears at the top right, above the message list, regardless of which tab is selected.
To search the Message Queue:
- Click the Menu icon in the upper navigation bar, and then select Message Queue from the Communication drop-down menu.
- Click the Search field and enter your search terms.
- Click the All Columns field and select an option to refine your search.
- Search optoins include: All columns, From, CC, To, Subject, Created, and Action.
- Click the Search icon to execute the search.
View a Message
To view a message in the Message Queue:
- Click the Menu icon in the upper navigation bar, and then select Message Queue from the Communication drop-down menu.
- Click the relevant tab to view emails sent from SmartSimple.
- Tabs include In Queue, Sent, Failed, and Archived.
- Click the View Message icon to open a modal window that displays the full email content.
Delete a Message
Messages that are no longer needed can be deleted from any tab in the Message Queue.
To delete a message in the Message Queue:
- Click the Menu icon in the upper navigation bar, and then select Message Queue from the Communication drop-down menu.
- Click the relevant tab to view emails sent from SmartSimple.
- Tabs include In Queue, Sent, Failed, and Archived.
- Check the box next to each message you want to delete.
- Click the Delete [trash] icon at the top of the list view.
- The icon appears after one or more messages are selected.
- Click Yes in the Alert modal window to confirm the deletion.
Resend a Failed Message
Messages that were not sent successfully appear in the Failed tab and can be re-sent from there.
To resend a failed message:
- Click the Menu icon in the upper navigation bar, and then select Message Queue from the Communication drop-down menu.
- Click the Failed tab.
- Check the box next to each message you want to resend.
- The Resend button appears after one or more messages are selected.
- Click the Resend button.
- Click Yes in the Alert modal to confirm resending the email.
Enable Permissions for the Message Queue
System administrators can choose which roles in the instance have access to the message queue.
To enable permissions for the Message Queue:
- Click the System Administration gear in the upper navigation bar, select Global Settings from the drop-down menu, and then click the Security tab.
- Locate the Business Security section, and then click System Feature Permissions.
- Click the Features tab.
- Click Enable Message Queue field, select the relevant roles that should have access from the drop-down menu, and then click Save.
Enable Failed Message Alerts
Alerts can be configured to automatically and periodically check the Failed tab and notify designated recipients about failed messages. These alerts are set up within the Email and Email Broadcast Security settings.
Set Email Queue Limits and Notifications
Email queue limits control how many emails the on-hold queue can hold and who receives notification when the limit is reached.
To set email queue limits and notifications:
- Click the System Administration gear in the upper navigation bar, select Global Settings from the drop-down menu, and then click the Communications tab.
- Locate the Workflow Email Queue section, click the Emails Queue Limit field, and enter the maximum number of emails allowed in the queue.
- The default value for maximun number of emails allowed in the queue is 300.
- Locate the Users to Notify field, click the Lookup [binoculars] icon, check the box next to the name of specific users to receive notifications, and click Save.
- Leave the field blank to notify all global administrators.