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Viewing and Managing Sent Emails

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Molly
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Overview

The Email Queue provides a centralized view of all emails that have been sent from your Brilliant Assessments platform. This area allows you to monitor email delivery, troubleshoot delivery issues, and resend emails when necessary.

On this page

 

A. Accessing Email Queue

To access the Email Queue:

  1. Click Administer in the left menu
  2. Select Email Queue

B. Recently Sent Emails

The Email Queue displays a list of all recently sent emails with key information about each message.

Email Information Displayed

1. Last Event Time The date and time when the email was sent (or when the last delivery attempt was made). Times are displayed according to the time zone set in your Site Settings.

2. Recipient The email address of the person who received (or was intended to receive) the email.

3. Subject The subject line of the email that was sent. This helps you quickly identify the type of email (e.g., "Welcome to the assessment", "Your Assessment Report", "Cohort Report OnDemand").

4. Status The delivery status of the email. Common statuses include:

  • Sent: The email was successfully sent
  • Error: There was a problem sending the email

5. Resend Click the Resend button to send the email again to the same recipient. This is useful if:

  • An email failed to deliver due to a temporary issue
  • The recipient reports they didn't receive the email
  • You need to send the same communication again

Searching and Filtering

Use the Search bar at the top of the page to filter emails by:

  • Recipient email address
  • Subject line content
  • Any text that appears in the email list

Click Clear to remove search filters and view all emails again.

Sorting Emails

Click on any column header to sort the email list by that column:

  • Sort by Last Event Time to see the most recent emails first
  • Sort by Recipient to group emails by recipient
  • Sort by Subject to group similar email types together
  • Sort by Status to see all errors together

C. Troubleshooting Email Delivery

Viewing Error Messages

If the Status of an email shows 'Error', you can click on the error status to display the error message. This message will give you insights into what went wrong with the email delivery.

Common error reasons include:

  • Invalid recipient email address
  • Recipient's mailbox is full
  • Email was blocked by the recipient's spam filter
  • SMTP configuration issues
  • Temporary server issues

Resolving Email Errors

If you encounter email errors:

  1. Check the recipient's email address - Verify it's spelled correctly and is a valid email address
  2. Review your SMTP settings - Go to Site Settings > Email Settings to verify your email server configuration is correct
  3. Check spam filter compliance - Ensure your From Email Address matches your SMTP server domain
  4. Verify email server credentials - Make sure your SMTP username and password are current
  5. Contact the recipient - They may need to whitelist your email address or check their spam folder
  6. Resend the email - After addressing the issue, use the Resend button to attempt delivery again

Read more about Email Settings configuration.

D. Related Settings

Email Configuration

For configuring your email server settings (SMTP host, port, credentials), see the Email Settings Tab in Site Settings.

Email Template Management

  • Global templates: Site Settings > Features > Email Templates
  • Assessment templates: Assessments > [Select Assessment] > Emails

Read more about Email Templates.

User Invitations

When creating or editing users, you can send invitation emails directly from the User Management area. These emails will appear in the Email Queue once sent. Read more about User Management.

E. FAQs

Find answers to common questions about the Email Queue.

+ How long does the Email Queue retain records?

The Email Queue retains records for approximately one month. There is no option to extend this retention period, and no report is available that goes further back.

+ What types of email failures does the Email Queue capture?

The Email Queue only logs immediate hard failures that occur at send time, such as an invalid email format. It does not reliably capture:

  • Soft bounces (e.g., mailbox full)
  • Delayed rejections (e.g., "unknown" or "invalid" user responses)
  • Auto-replies or out-of-office messages
  • Bounce-back messages returned later by recipient mail servers
+ How can I get better visibility into email bounces?

For fuller visibility, we recommend sending emails from your own domain rather than the default noreply@brilliantassessments.com address. This way, bounce-back notifications are delivered directly to your inbox, allowing you to take immediate action. See Sending Emails from Your Own Domain  for setup instructions.

+ Can I resend a failed email?

Yes. Click the Resend button next to any email in the queue to send it again. Before resending, make sure you have resolved the underlying issue (e.g., corrected the recipient's email address or fixed your SMTP settings) to avoid the same failure.

+ Why does an email show "Sent" but the recipient didn't receive it?

A "Sent" status means the system successfully handed the email to the mail server, but delivery can still fail afterward. Common reasons include:

  • The email was caught by the recipient's spam or junk filter
  • The recipient's mailbox was full
  • The recipient's mail server rejected the message after initial acceptance

Ask the recipient to check their spam/junk folder and whitelist your sending address. If the problem persists, try resending or contact the recipient directly.

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