Communication – the mails nexxcite sent and received¶
This chapter describes the area Communication of the Admin Studio: the mails your actions sent and the mails your mailbox listeners received, with their content and with links to everything that sent, processed or received them.
It is intended for administrators of a nexxcite installation.
1. Communication at a glance¶
| Page | What it shows | Permission |
|---|---|---|
| Outgoing E-Mails | Every mail sent by the action command Send E-Mail – also the ones that could not be sent | "View Communication" |
| Incoming E-Mails | Every mail a mailbox listener fetched, and what the listener did with it | "View Communication" |
Both pages are found in the Admin Studio under Communication and through the spotlight search (Ctrl+K). A tab at the top of each page switches between the two directions.
Summary¶
- A mail is recorded as it was sent or received: sender, recipients, subject, body and the names of the attachments. The attachments themselves are not stored.
- Each mail leads to what it belongs to: the action that sent or processed it, the business rule, scheduled action or mailbox listener behind it, the record, the background run and the other mails of the same conversation.
- Mails that nexxcite sends for itself – password reset, sign-in codes, password change notices – are not recorded here.
2. The list¶
The newest mails come first. The page loads 50 mails at a time; "Load older mails" loads the next 50.
| Column | Outgoing | Incoming |
|---|---|---|
| Subject, number of attachments, the error if sending failed | Subject, number of attachments, the processing error | |
| To / From | All recipients (To, CC, BCC) | The sender |
| Record | The entity and the start of the record id | The record the listener found |
| Sent by / Handled by | The action | The mailbox listener and the action of the rule that applied |
| When | Time of sending | Time of receipt |
| State | See the table below | See the table below |
| State | Meaning |
|---|---|
| "Sent" | The mail server accepted the mail. |
| "Not sent" | Sending failed; the reason is shown under the subject. |
| "Processed" | A rule applied and its action ran without errors. |
| "Processed with errors" | A rule applied, but its action failed or reported errors. |
| "No rule matched" | No rule of the listener applied. |
| "Ignored" | The listener's "Ignore Mails" condition applied. |
| "Failed" | The mail could not be processed at all. |
The search field narrows the loaded mails – subject, addresses, record, action, error and conversation id. To search older mails, load them first.
3. The details of a mail¶
A click on a row opens the details on the right. Escape or a click beside them closes them.
"Where it comes from" lists what the mail points at. Each entry opens its target:
| Entry | Opens | Shown for |
|---|---|---|
| "Business rule", "Scheduled action" | The editor of the rule or schedule whose run sent the mail | Outgoing mails sent in the background |
| "Mailbox listener" | The editor of the listener that fetched the mail | Incoming mails |
| "Sent by Action" / "Processed by Action" | The editor of the action | Outgoing mails; incoming mails that a rule handled |
| "Record" | The record in its default form, in a new browser tab | Mails that belong to a record |
| "Background run" / "Listener run" | The run under Monitoring → Background Processes, with its protocol | Mails sent or received in the background |
| "Reply" / "Answers mail" | The other mails of the same conversation | Mails with a conversation id |
An entry that cannot be opened is greyed out, with the reason: the definition was deleted, you lack the permission of its editor, or the background run is no longer in the history. An action that was defined directly inside a button or a form has no editor of its own and is shown that way too.
Below the links follow the facts – time, addresses, format, conversation id, the credentials and, for outgoing mails, the user the action ran as – then the names of the attachments and the content.
HTML mails are shown in a protected frame: scripts, forms and links inside the mail do not run. The frame is always white, because mails are written for a light background. It uses the standard styles of nexxcite and grows with the mail, so the whole mail is visible without a scroll bar of its own.
4. When a mail is recorded¶
| Situation | Recorded |
|---|---|
| "Send E-Mail" sends a mail | Yes, with the action, the record and – in the background – the run |
| "Send E-Mail" cannot send it (server not reachable, sign-in refused) | Yes, as "Not sent" with the reason |
| "Send E-Mail" is skipped (no credentials, no recipients) | No – nothing was sent |
| A mailbox listener fetches a mail | Yes, after the listener has handled it – also when no rule applied or the mail was ignored |
| The same unread mail is fetched again in a later round | No new entry. The existing entry is updated if the mail was handled differently this time. |
| nexxcite sends a password reset, a sign-in code or a password change notice | No |
Background run and business rule. The link to the business rule or scheduled action comes from the execution history. It is available while the run is still in the history. For an action that a user started by a button, there is no background run; the details then show the action and the user.
5. Permissions and data protection¶
| Permission | Allows | Granted by |
|---|---|---|
| "View Communication" | Seeing both pages, including the content of the mails | System Administrator |
| "Open Action Manager" and the other editor permissions | Opening the action, business rule, scheduled action or listener from the details | as configured |
| "View Background Processes" | Opening the background run from the details | System Administrator |
The pages show the full content of the mails. Grant "View Communication" only to people who may read that content.
Recorded mails are kept without time limit. nexxcite does not delete them automatically.
Through an AI assistant¶
An AI assistant with the purpose "Administration" can search the recorded mails and read one with its content, if its tool group "Communication (read sent and received e-mails)" is enabled and the user chatting with it has "View Communication". An assistant whose "Enabled Tool Groups" are empty gets the group automatically; an assistant with a selection of groups only gets it once the group is added. See AI assistants.
6. Limitations¶
- Mails received before this version are not listed; incoming mails are recorded from this version on.
- For outgoing mails recorded before this version, the business rule and the background run are not known. The action is looked up from the sending command and is missing if the command no longer exists.
- Attachments are listed by name only. The files are not kept with the mail.
- The search covers the loaded mails only.
- A record opens in its default form. If the entity has no default form, the link leads to an error page.
7. Frequently asked questions¶
Why is a mail that I sent to myself listed twice? It is: once as outgoing, sent by the action, and once as incoming, fetched by the listener of the mailbox it arrived in.
A mail is listed as "No rule matched" although a rule has meanwhile been added. Why? The entry follows the last round that fetched the mail. As soon as the listener handles the mail again, the entry is updated.
Can I delete recorded mails? No, not from these pages.
Are password reset mails listed? No. Mails that nexxcite sends for itself belong to no record and are not recorded.