Tracking and Verifying Emails with the Transmission Log

Overview

The Transmission Log in Thentia is where you can view all automated email communications sent through the system. This includes triggered email notifications such as password reset links, access tokens, renewal reminders, and other system-generated notifications. The log provides a full audit trail of outgoing emails, making it easier to confirm delivery, troubleshoot issues, and track communication history.

Thentia email tracking provides delivery and engagement information on any email that is sent from the Thentia system.

Each log entry shows key details such as the recipient, subject line, and send date/time. This allows you to verify if an email was sent and when it was sent.

Accessing the Transmission Log

All copies of emails that have been sent through the Thentia system can be found on E-Mail Audit History (comms_emailaudit). You can find these records by navigating to Transmission Logs on the communication module.

1. From the Module Selector in the top navigation bar, click on the Comms module.
2. From the hamburger menu (☰) in the top left, click Transmission Log.

This will open a list of all email audit records sent from your system.

Working with the Transmission Log

Filtering & Searching

• Use the search bar to quickly locate specific emails.
• You can add or remove columns to display additional details such as status, sender, or template name.

• To narrow down results (for example, viewing only “Renewal Submitted” emails within a specific date range), click the filter icon in the Subject column and set your desired criteria.

  

Viewing an Email Record

• Double-click on a row to open a specific record and view detailed events related to the email.
• Email Event table shows a list of events that have happened related to the email. These are the events that are tracked by the system:
  • Delivery Events
    • Delivered: Email has been received by the target recipient.
    • Deferred: A deferred event is an event where the receiving server temporarily rejected the message. It does not mean that the message will not be delivered. Rather, it’s a signal that the message will not be delivered immediately.
    • Bounced: A bounced email means that the receiving server denied the message, and the address sent to is suppressed by the Thentia email provider moving forward. The most common reason an address will bounce is that the address in question is not valid.
    • Dropped: A Dropped email means that the Thentia email provider has “Dropped” a message to a specific email address in order to protect email reputation. An email is dropped when previous attempts have resulted in bounced or spam reports.
  • Engagement Events
    • Open: The Recipient has opened the HTML message. Note: The accuracy of "open" events is limited by email client behavior. Some clients cause false positives by automatically prefetching tracking images, while others block them until the user grants permission, preventing the event from being recorded at all.
    • Click: Recipient clicked on a link within the message.
    • Spam Report: The Recipient marked the message as spam. Note: Spam reports can only be gathered from Internet Service Providers (ISPs) that provide a feedback loop (example: Outlook, Apple Mail, Thunderbird, or AOL).