Email Queue

The email queue holds email notifications about new tasks that TAS sends with a delay. Here you can see who will receive a notification and when, whether it has already been sent, and you can change its status manually. The page is available to administrators. Open it from the Administration menu using the Email Queue tab in the Monitoring and Maintenance category.

How the queue works

  1. When a task is activated for a solver, TAS prepares a "New task" email for them and adds it to the queue with the status Waiting to be sent. The send time is the current time plus the delay set in the configuration key featureFlag.emails.promptlyDelay, which is 15 minutes by default.
  2. Every 5 minutes, the Send task notifications emails cron sends the emails whose send time has passed, provided the task is still active or available to pick up and the case is running. A sent email gets the status Sent. If the solver has an active substitute, the substitute receives the email as well. A paired mobile app receives a push notification.
  3. Emails that do not meet these conditions at send time are switched to Not sent by the cron. Typically, this happens when the solver completed the task before the delay ran out.
  4. If sending fails, the email gets the status Error.

A user who has turned off Email notification of a new task in their settings does not receive the email, but the push notification is still sent. Only one email per task waits in the queue at any time. When a new email is created for the same task, for example when the task is activated again, older unsent emails are switched to Not sent.

Overview

No.ElementPurpose
1CloseTakes you back to the Administration menu.
2SelectedNumber of selected rows.
3Change statusOpens a dialog for changing the status of several emails at once. Active only when at least one row is selected.
4FilterSaving and clearing the filter, and a panel with a detailed filter above the table.
5Row selectionThe checkbox in the header selects all rows on the page; the checkboxes in the rows select individual emails.
6IDNumber of the queue record.
7Send timeWhen the email is due to be sent. By default, the table is sorted from newest to oldest.
8RecipientDisplay name of the solver the email is for.
9StatusStatus of the email, see the table below. You can select one of the statuses in the filter.
10Task nameThe task the email is about.
11CaseCase name. A column with an active filter shows a green dot.
12ContentData inserted into the email template (task name, case, deadline and more). Technical information for troubleshooting.
13DataSubject and name of the email template. Technical information for troubleshooting.
14Row actionsDetail and Change status menu for a single email.
15ExportDownloads the table to a file. Next to it are the display and column selection options.

Double-click a row to open the email detail. The table shows only emails for active cases; emails for completed cases are not listed.

Email statuses

StatusColorMeaning
Waiting to be sentblueThe email is waiting for its send time.
SentgreenThe email has been sent.
Not sentgrayThe email was not sent and will not be sent. The task was completed in the meantime, a newer email was created for the task, the recipient has notifications turned off, or you changed the status manually.
ErrorredSending failed, for example because the recipient does not exist in TAS. You can find the cause in Logs.
Resending failed emails
The Send task notifications emails cron has a status parameter. If you set it to F in Crons, the cron resends the emails with the status Error instead of new notifications.

Row actions

ActionPurpose
DetailOpens a preview of the email.
Change statusOpens a dialog for changing the status of this email only, without the scope option.

Email detail

The preview shows From (sender), Recipient, Sent (the send time, even if the email has not been sent yet) and Subject. Below them is the email as the recipient will see it, in their language and date format.

Changing the status

FieldPurpose
Email QueueScope of the change: Selected only (the number of selected rows in brackets) or All (the number of emails matching the current table filter in brackets). Not shown for the row menu action.
StatusNew status. Only Not sent or Waiting to be sent can be set manually. Sent and Error are set by TAS only.
Change statusSaves the change. Active only after you select a status.
CloseCloses the dialog without changes.

How to stop a notification from being sent

  1. Filter the emails, for example by case or recipient.
  2. Select the emails with the status Waiting to be sent.
  3. Click Change status, keep the scope Selected only and choose Not sent.
  4. Confirm with the Change status button.

Setting the status to Waiting to be sent, on the other hand, returns the email to the queue. The cron sends it on its next run if the task is still active and the send time has passed.

Scope All
The All option changes the status of all emails matching the table filter, not just the selected ones. Check the filter before confirming.

Related: Account Settings, Crons, Administration Menu

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