Email Management
Archive Management
Search, retrieve, and manage archived email communications
Overview
Archive Management provides tools to search, filter, and retrieve archived emails. This feature enables administrators to find specific communications, verify email delivery, and export records for compliance purposes.
Accessing Archive Management
Archive management features are integrated throughout SSAdmin:
- Search archived emails by recipient
- Filter by date range and category
- View email content and metadata
- Export records for compliance
Search Capabilities
Search By
- Recipient Email: Find emails sent to specific address
- Recipient Name: Search by student or user name
- Subject: Search email subject lines
- Date Range: Filter by send date
- Category: Filter by template category (Admissions, Assessments, etc.)
- Template: Search by specific template
Advanced Filters
- Delivery status (delivered, bounced, pending)
- Email category
- Campus (for Campus Admins)
- Date ranges (custom or predefined)
- Sender information
Viewing Archived Emails
Email Details
When viewing an archived email, you can see:
Content:
- Full email body (formatted)
- Subject line
- Plain text version
Email Information:
- Sent to/from addresses
- Date and time sent
- Template used
- Category
Delivery Information:
- Delivery status
- Date and time delivered
- Delivery failure information (if failed)
Related Records:
- Student ID
- Application ID
- Payment reference
- Other linked records
Common Workflows
How do I find all emails sent to a student?
- Use search with student email
- Results show all emails to that address
- Sort by date if needed
- Click to view details
How do I verify payment receipt was sent?
- Search by student email or payment reference
- Filter to Payment category
- Look for Payment Acknowledgement template
- Check timestamp and delivery status
How do I export emails for a date range?
- Set date range filter
- Apply any additional filters
- Select all or specific emails
- Choose export format
- Download file
How do I check if an important email was delivered?
- Search by recipient email
- Find the specific email
- Check delivery status
- Review delivery timestamp
- Check for bounce information
Export Options
Export Formats
- CSV: Spreadsheet format with metadata
- JSON: Full email data structure
- PDF: Individual email printouts
Export Contents
Basic Export (CSV):
- Recipient, sender, subject
- Date and time, status
- Category, template
Complete Export (JSON):
- Full email content
- All email information
- Delivery information
- Related record IDs
Best Practices
Regular Monitoring
-
Weekly Review:
- Check delivery failures
- Review bounce rates
- Monitor archive storage
-
Monthly Reports:
- Export communication summaries
- Review email categories
- Track email volume
Compliance Management
-
Document Requests:
- Keep search logs
- Export requested emails
- Provide metadata when needed
-
Audit Preparation:
- Regularly test search
- Verify export functionality
- Maintain access logs
Troubleshooting
Search Returns No Results
Solutions:
- Verify search criteria
- Check date range is not too narrow
- Try broader search terms
- Check spelling of email/name
Cannot View Email Content
Solutions:
- Verify permissions
- Check if email exists
- Try refreshing page
Export Fails
Solutions:
- Reduce date range
- Limit number of emails
- Try different format
- Check network connection
Permissions/Access
| Action | HQ Admin | Campus Admin |
|---|---|---|
| Search All Emails | Yes | Campus Only |
| View Email Content | Yes | Yes |
| Export Emails | Yes | Limited |
| Delete Archived Emails | Yes | No |
Campus Admins can only access emails related to their assigned campus. HQ Admins have access to all archived emails system-wide.
Related Features
- Email Archiving - How archiving works
- Email Preview - Preview templates
- Audit Logs - System audit trails