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How to Use Email Status
Who is this article for?Please Review Users configuring email status.
Please Review Administrators can check email status.
In Please Review, email status notifications keep participants informed about the progress of document reviews by sending automated alerts for review assignments, reminders, and completion notifications. These email updates enhance communication and ensure participants are kept up to date throughout the review process.
1. Email Status
As an admin in Please Review you can check the emails that are being sent from the system to your users and resend those which have failed.
This can be used to help troubleshoot if an end-user isn't receiving the notifications that they'd expect to. It can also help you as an administrator decipher whether the issue is with the system itself, the recipients address, the SMTP server being used to send the e-mails or even the SMTP server on the receiving end that may be blocking the message. This in turn allows you to reach out to your IT team or our support team with the relevant details which should lead to a speedier resolution.
- To get to the Email Status page you must select the Admin tab at the top.
- Then click on Email Status, you should then be presented with the below screen:
Here is a breakdown of what each column means in the email status interface:
| Column Name | Description |
|---|---|
| Email Type | This highlights the type of email that the system tried to send. This could be a new user, a password reset or a notification about a review. |
| To | The email address of the intended recipient. |
| Status | Current status of the email. Could be: Sent OK, Failed, Processing or Queued. |
| Extra Information | This is used to give more in-depth error information if the email failed to send correctly. This can usually point you in the right direction. |
2. Review Specific Emails
If the email that you'd like to check the status of is directly related to a review, for example, a notification that a paragraph in a review that has a new comment attached, then it would be necessary for the review owner or the sysadmin to enter the control panel for that review then select Email Status. This will show all emails specific to the review and their status:
3. Administrative Emails
Selecting the Email status item under Admin on the left-hand menu, will open the Email Status screen which lists administrative emails sent in the last 30 days.
4. User Emails
An administrator can view all emails for a review sent in the last 30 days via the review control panel. Search and select the review, go to the review control panel, and select ‘email status. The options are self- explanatory.
5. Review Reminders
Up to three reminder emails may be scheduled for participants who have not completed their reviews. These reminders can be set to send a specified number of days or hours before the review deadline. Only participants with outstanding reviews will receive these reminders.
Note: A reminder will be dispatched at the beginning of each hour.