Working with Salesforce Email Logs: A Comprehensive Analysis

on Tutorials • September 2nd, 2020 • Write for Hevo

SALESFORCE EMAIL LOGS

Introduction

Salesforce is a popular software for customer relationship management (CRM). It helps companies to connect well with partners and potential customers. Companies use Salesforce to perform activities like marketing to customers, tracking customer activities, and many others. 

When using Salesforce, you will send and receive emails regularly. Due to this, there is a need for a mechanism that can help you monitor your emails.

Thanks to the Salesforce Email Logs feature, you can monitor all the emails that are sent through Salesforce in the past 30 days. The logs contain the information for each email, such as the sender and the recipient for the email, date and time, any associated error codes, and delivery time. 

In this article, I will show you how to work with Salesforce Email logs. Here is a broad outline of what you will cover in this blog.

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Prerequisites

This is what you need for this article:

Part 1: What is Salesforce?

Salesforce is a customer relationship management (CRM) product that helps bring companies and customers together. It’s an integrated CRM platform that gives all your company departments a single, shared view of each customer. Before Salesforce, companies hosted their CRM solutions on their own server. Due to this, companies took a lot of time and cost to have their own CRM solutions. Even after setting up a CRM solution, it was not easy to use it. This changed after the introduction of Salesforce. 

Salesforce delivers affordable CRM software completely online as a service. The idea behind Salesforce was to do away with the lengthy installation process for CRM software and move everything to the cloud. To use Salesforce, you can access it from the following URL:

https://www.salesforce.com/

You need to have a Salesforce account to be able to use Salesforce services. 

Part 2: What you should know about Salesforce Email Logs

Here are some of the facts about Salesforce Email Logs:

  • Requests for Email logs will be queued in the order that they are received. They will be made available within 30 minutes from the time you request them. 
  • The email log errors list gives the list of email log requests that failed. 
  • The email logs are in the form of CSV (Comma Separated Values) files within a compressed file. 
  • Salesforce allows you to have a maximum of 3 email log requests at any particular time. 
  • Email logs are only available for messages that have been sent within the past 30 days before your request. 
  • Every email log can only span a maximum of 7 days. However, it’s still possible to get email logs for more than 7 days by submitting multiple requests. 

Part 3: How to Request for an Email Log?

The following steps can help you request for an Email Log from Salesforce:

Step 1: From Setup, type Email Log Files in the Quick Find box and select “Email Log Files”. 

Quick Find box

Step 2: Click “Request an Email Log”. 

Request an Email Log

Step 3: You have the option of filtering the email log to only include rows in which a particular domain name or email address appears in a field, like Recipient or Email ID header. 

If you need to enter more than one filter terms, separate them using commas (,). 

If this field is left blank, the log will not be specified and all the specified email addresses will be returned within the specified time range. 

Step 4: Type the email addresses to receive a notification once the email log request is ready. Separate them using commas. 

You will have made an Email Log Request. You can download it from your email.  If you need to clear the request and return to the email log overview page, just click “Cancel”. 

Part 4: Email Log File Format 

After getting your email log file, you need to make sense out of it. 

This means that you need to understand the format and field values of email log files. 

Here are the columns that you need to pay attention to:

  • Date Time- The date and the time are always in GMT, so consider converting them into your time zones if you need to check for specific email at certain times. 
    However, when requesting email logs, enter the time in your local timezone. 
  • Mail Event- It shows the final email event in the mail server. The events can take the following values:
    D – Delivery: it means that the email was successfully sent to the recipients.
    R – Reception: it means that the email was successfully received by the mail server.
  • Recipient- It shows the email address of the recipient of the email. 
  • Sender- It shows the email address of the sender of the email. However, in most cases, it doesn’t show the real email address, but the mailbox name. 
  • Remote Host- It shows the email address of the mail server that received the email. 
  • Bytes Transferred- It shows the size of the email in “bytes” rather than KBs or MBs. 
  • Salesforce.com User- This is the Salesforce ID of the person who sent the email. 
  • Message-ID Header- It shows the ID header at the start of every email. 

Part 5: Limitations

Here are some of the drawbacks that you will face when using Salesforce Email Logs:

  1. You may have to wait for up to 30 minutes to get your requested email log file. 
  2. If you have already made 3 log requests, you can’t make another request until one of them gets completed. 
  3. Email logs can only show messages that have been sent within the past 30 days before your request. 
  4. The email log files may be complex for some users to interpret and understand.

Part 6: Use Hevo Data

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It provides you with a consistent and reliable solution to managing data in real-time, ensuring that you always have analysis-ready data in your desired destination. 

Your job will be to focus on key business needs and perform insightful analysis using BI tools. 

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Conclusion

This is what you’ve done in this article:

  • You’ve learned more about Salesforce Email Logs. 
  • You’ve learned how to request for Salesforce Email Logs. 

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