About the Email Notification Status Page

From the Email Notification Status page (Admin > Operations > Email Notification Status), you can view and filter the delivery status of email notifications sent by Vault and export the notification history. Email notifications that are up to three (3) months old are available on this page. You must export the full history to see older email notifications.

The Email Notification Status page shows a table that contains the delivery status of emails sent by Vault. This includes Vault emails that are sent using Vault Java SDK. By default, the table shows the following columns:

  • Send Date: The date and time this notification was sent, in the sender’s time zone.
  • Recipient Name: The first and last name of the notification recipient.
  • Email Address: The email address of the notification recipient.
  • Status: The status of this email notification.
  • Error Message: The error message explaining why this notification could not be sent or delivered, if applicable.
  • Document Number: The document ID associated with this notification, if applicable.
  • Object Record Name: The object record name associated with this notification, if applicable.
  • Subject: The subject of this notification, for example, “Veeva Vault password reset request”.

You can also add, remove, or reorder columns by selecting Edit Columns from the Actions menu.

Email Notification Status Meanings

The following statuses may appear on the Email Notification Status page:

  • Sent: Vault has successfully sent the email, but it has not yet been delivered to the recipient’s mail server. It usually takes about one (1) day for a Sent email’s status to update from Sent to another status.
  • Delivered: Vault successfully delivered the email to the recipient’s mail server. It normally takes about a day for a Sent email’s status to update to Delivered. This does not guarantee the recipient received this email in their inbox. After Vault successfully delivers the email to the recipient’s mail server, the mail server must then deliver it to the recipient. For example, Vault may receive a successful response from the recipient’s email server and update the Status to Delivered, and then the recipient’s email server bounces the email.
  • Failed: The email could not be delivered. Usually, this is due to a “hard bounce” such as a mail server which no longer accepts email. You can see more details in the Error Message column. When Vault fails to deliver an email to the recipient’s email server, Vault adds the email address to the Email Suppression List.
  • Blocked: Vault blocked sending the email because the intended recipient’s email address is in the Email Suppression list.
  • Skipped: Vault skipped sending the email because the intended recipient’s Email Preferences are configured not to send email notifications of this type.
  • Pending: The notification is included in a summary email that has not yet been sent. The summary email will be sent in accordance with the settings configured on the Email Settings page.
  • Summary: The notification is included in a summary that Vault has sent. The summary email that includes the notification reflects the delivery status.
  • Sent - Unknown: The email has been sent, but due to a system issue, the delivery status is unknown. A notification’s status enters this state if the delivery status cannot be obtained after 10 days. The email may still be delivered.

Filtering Email Notification Statuses

The Filters area above the email notification status table allows you to narrow down which email notifications you are viewing. You can apply up to three (3) filters by the following criteria:

  • Send Date: Filter by the date the notification was sent. Vault only displays notifications within the last three (3) months. Filtering for dates older than three months will show no notifications. You must export the full history to see older email notifications.
  • Email Address: Filter by recipient email address.
  • Status: Filter by notification status.

Exporting Email Notification Status History

You can export part or all of the email notification status history from the Actions menu by selecting one of the following:

  • Export to CSV: Exports your current view including any changes to columns or filters you have applied as a .csv file. This option supports a maximum of 100,000 results.
  • Export Full History: Sends an email to your account with links to zipped files of the entire history by year. This may take some time and can only be performed once every 24 hours. Emails sent before 22R3 may have a Sent status only, and may have blank values in some of the columns.

To access this page, you must have the Admin: Email Notifications: Read permission. By default, this is included in the Vault Owner Actions and System Administrator Actions permission sets.