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Email Pending Queue

Menu Location: Reports > Email/SMS > Email Pending

Access Level: Manager and above

Last Updated: 2026-03-01

Overview

The Email Pending Queue displays all emails waiting to be sent by the system. Monitor outbound email queue status, troubleshoot delivery delays, and manage pending email communications.

Primary Functions:

  • View all emails waiting to be sent
  • Monitor queue size and status
  • Identify stuck or failed emails
  • Retry or cancel pending emails
  • Troubleshoot email delivery issues

Page Layout

Header Section

  • Page title and description
  • Queue summary stats (total pending, oldest email)
  • Refresh button
  • Clear completed button

Pending Email Table

  • Email ID
  • Recipient email address
  • Recipient name
  • Subject line
  • Template name
  • Scheduled send time
  • Created timestamp
  • Status (Pending, Processing, Failed)
  • Action buttons (View, Retry, Cancel)

Filter Controls

  • Filter by status
  • Search by recipient or subject
  • Date range selector
  • Sort by creation date or send time

Primary Features

Queue Monitoring

View all emails in the sending queue with real-time status updates. Track queue health and identify potential delivery issues.

Email Details

Click any email to view complete details including recipient, template used, variables, and delivery history.

Retry Failed Emails

Manually retry emails that failed to send due to temporary issues. Retry individual emails or batch retry multiple failures.

Cancel Pending Emails

Cancel emails that shouldn't be sent (e.g., duplicate, incorrect recipient, superseded by newer communication).

Common Use Cases

Use Case 1: Monitor Daily Email Queue

Goal: Ensure emails are being sent properly

Steps:

  1. Navigate to Email Pending Queue
  2. Check total pending count
  3. Verify oldest email isn't too old
  4. Review any failed status emails
  5. Take action on stuck emails if needed

Expected State: Queue should process regularly with few to no stuck emails

Use Case 2: Troubleshoot Email Delays

Goal: Investigate why emails aren't being sent

Steps:

  1. Check pending email count
  2. Sort by oldest first
  3. Identify emails stuck for extended time
  4. Review error messages
  5. Retry or escalate to administrator

Use Case 3: Cancel Incorrect Email

Goal: Stop an email from being sent

Steps:

  1. Search for email by recipient or subject
  2. Locate the pending email
  3. Click "Cancel" button
  4. Confirm cancellation
  5. Verify email removed from queue

Use Case 4: Retry Failed Batch

Goal: Resend emails that failed delivery

Steps:

  1. Filter by status: Failed
  2. Review failure reasons
  3. Select emails to retry
  4. Click "Retry Selected" button
  5. Monitor retry success

Use Case 5: Clear Completed Queue

Goal: Remove old processed emails from view

Steps:

  1. Click "Clear Completed" button
  2. Confirm action
  3. View refreshed queue
  4. Verify only active pending emails remain

Troubleshooting

Large Number of Pending Emails

Symptoms:

  • Queue count is unusually high
  • Emails aren't processing
  • Pending count keeps growing

Check:

  1. Verify email sending service is running
  2. Check for system errors in logs
  3. Review email service rate limits
  4. Contact administrator if persistent
  5. Check email provider status

Common Causes:

  • Email service outage
  • Rate limiting from email provider
  • Configuration issue
  • System queue processor not running

Emails Stuck in Processing

Symptoms:

  • Emails show "Processing" status for extended time
  • Same emails stuck for hours
  • Queue not clearing

Solutions:

  1. Wait 15-30 minutes (may be rate limiting)
  2. Check email service logs
  3. Contact administrator to restart queue processor
  4. Verify email service credentials are valid
  5. Check for email provider issues

Failed Emails Not Retrying

Symptoms:

  • Multiple emails show Failed status
  • Retry attempts don't work
  • Error messages persist

Investigation:

  1. Review specific error messages
  2. Check if issue is specific recipient or template
  3. Verify email addresses are valid
  4. Check email service configuration
  5. Test with single email retry

Common Causes:

  • Invalid recipient email addresses
  • Email template errors
  • Email service authentication issues
  • Recipient domain blocking emails
  • Emails Sent - View successfully sent email history
  • Email Templates - Manage email templates
  • Email Stats - View email delivery and open rates
  • Automated Emails Logs - Review automated email triggers

Best Practices

Daily Monitoring

  1. Check queue at start of business day
  2. Investigate any stuck emails immediately
  3. Keep queue processing smoothly
  4. Document recurring issues
  5. Monitor queue size trends

Queue Management

  1. Address failed emails within 1 hour
  2. Cancel incorrect emails promptly
  3. Clear completed emails regularly
  4. Investigate unusual queue growth
  5. Maintain queue health metrics

Email Reliability

  1. Monitor email send success rates
  2. Track common failure patterns
  3. Work with email service provider on deliverability
  4. Validate email addresses at entry
  5. Test email templates before deployment

Quick Reference Card

Task Action/Location
View pending emails Navigate to Email Pending page
Check queue status View header summary stats
Find specific email Use search by recipient/subject
Retry failed email Click Retry button on email row
Cancel pending email Click Cancel button, confirm
View email details Click email row or View button
Clear completed Click "Clear Completed" button
Refresh queue Click Refresh button
Filter by status Use status filter dropdown
Export queue data Click Export CSV button

FAQs

How long do emails stay in the pending queue?

Emails typically send within minutes. If an email is pending for more than 30 minutes, investigate for potential issues. Failed emails remain in queue until manually retried or cancelled.

Why are some emails taking longer to send than others?

Email sending may be rate-limited by your email service provider. Large batches process sequentially to avoid spam filters. Priority emails may be sent first depending on configuration.

Can I edit an email that's already in the queue?

No, you cannot edit queued emails. Cancel the pending email and create a new one with corrections if needed.

What happens if I cancel an email?

Cancelled emails are removed from the queue and will not be sent. This action cannot be undone. The email record may be retained for audit purposes.

How often does the queue process?

The email queue processes continuously. Processing speed depends on email service rate limits and queue size. Typically, emails send within 1-5 minutes of being queued.

Why do some emails fail?

Common reasons include invalid recipient addresses, email service issues, template errors, or recipient domain blocking. Check error messages for specific failure reasons.

End of Documentation

For additional help, contact your system administrator or Kiva Logic support.