Outbound Email Log – Know Exactly What Left Your System and When
When cash-flow, compliance or customer satisfaction is on the line, you can’t afford “lost email” excuses. OctopusPro’s Outbound Email Log captures every message sent from your account—across invoices, quotes, inquiries, bookings, and mass-mail templates—giving your team an instant, searchable record.
How to Open the Log
- Left-hand menu → Emails
- Click Outbound Email Log
The grid loads chronologically, newest first.
Note OctopusPro logs outgoing emails only. Replies arrive in your business mailbox; connect an inbound parser or paste critical replies into the Communication tab for a complete thread.
Reading the Grid
| Column | What it Shows | Click Actions |
| To | Recipient name & link to customer profile | View CRM profile |
| Subject | Full subject line | Opens the sent-email preview pop-up |
| Sender | Staff name or “System” for automations | Filter by sender |
| Ref | Linked record (INV-##### / EST-##### / INQ-##### etc.) | Opens the booking/quote/invoice |
| Date Sent | Local timestamp (sortable) | – |
Use the search icon to filter by keyword, email address or reference code.
Quick Actions
- Preview – click the subject to view the exact HTML and attachments that were sent.
- Resend – in the preview pop-up click Resend Email, make edits if required, Send.
- CSV Export / Print – top-right buttons for audits, insurance claims or ISO checks.
- User Guide shortcut – opens this help page in a side panel for new staff.
Everyday Scenarios & Benefits
| Scenario | Outbound Email Log Workflow | Business Impact |
| Customer: “I never got my invoice.” | Search their email / invoice # → preview → confirm timestamp → resend. | Faster payment, reduced disputes. |
| Finance audit | Export last quarter’s log to CSV → hand to accountant. | Tamper-proof compliance trail. |
| Quote follow-up | Filter Subject contains “Quote” & Sender = you → call those who haven’t accepted. | Higher conversion rate. |
| Template A/B test | Compare open rates (✓ icon) between two subject lines. | Data-driven marketing improvements. |
| Team KPI tracking | Sort by Sender → tally daily/weekly outbound volume. | Visibility into rep productivity. |
Best-Practice Tips
| Tip | Why It Matters |
| Use reference merge-tags in subjects (Invoice #INV-{{invoice_id}}) | One-click search & legal clarity. |
| Segment senders (e.g., billing@, noreply@) | Easier filtering and inbox placement. |
| Enable read-tracking | Green check ✓ beside entries shows opens for follow-up prioritisation. |
| Review bounced list weekly | Update bad emails before the next campaign. |
| Combine with Call Log | If email + follow-up call are both logged, you have a full contact history. |
Frequently Asked Questions
| Question | Answer |
| Can I delete an email from the log? | Only Admins with “Delete Outbound Email” permission, and deletions remain visible in the audit history for transparency. |
| Does the log include mass-mail campaigns? | Yes—each recipient appears as an individual row so you can spot bounces or soft failures. |
| How far back does the log go? | Indefinitely; pagination lets you browse millions of records or jump to any date. |
| Is there a mobile view? | Yes—open Menu → Emails in the fieldworker or office app; UI adapts to small screens. |
Key Takeaways
- Single source of truth for every outbound email.
- Instant preview & resend—no more copy-pasting.
- Powerful filters & exports for finance, audits and marketing.
- Linked context—jump straight to the related booking, quote or invoice.
Head to Emails → Outbound Email Log and see how much time you’ll save the next time a client asks, “Can you send that again?”
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