History and logs#

Every change and every email sent against an enquiry is recorded. Two tools in the actions menu give you full visibility: Update Logs for edit history, and Mail History for quotation send records.

Update logs#

What they track#

Every time someone edits an enquiry — changing products, prices, quantities, contact person, or any other field — the system saves a log entry. This creates a complete audit trail of who changed what and when.

View update logs#

1. Open the enquiry from the Enquiry Bank.
2. From the actions menu, choose Update Logs (View change history).
3. The modal opens with a chronological list of every edit.

Each entry shows:

• Who — the user who made the change.
• When — date and time of the edit.
• What changed — a summary of modified fields and their old/new values.

How it helps#

• Settle disputes about who changed a price or quantity.
• Understand why a quotation was revised.
• Verify that edits were made by authorised users.

Mail history#

What it tracks#

Every quotation and follow-up email sent from an enquiry is recorded with full details. This is your proof-of-delivery for customer communications.

View mail history#

1. Open the enquiry from the Enquiry Bank.
2. From the actions menu, choose Mail History (Who sent what and when).
3. The modal opens listing every sent communication.

Each entry shows:

• Subject — the email subject line.
• Sent by — the user who triggered the send.
• Sent at — date and time.
• Recipients — who the email went to (To, CC, BCC).
• Status — Queued, Processing, Success, or Failed.
• Attachments — files that were included.
• Approved by — if the quotation was queued and approved, who approved it.

Download from history#

• Click the PDF icon on any entry to download the quotation PDF that was generated at that time.
• Click an attachment filename to download it.

This means you can always retrieve the exact version of the quotation the customer received, even if the enquiry has been revised since.

Understanding status#

• Queued — the email is waiting in the send queue.
• Processing — the email system is actively sending it.
• Success — delivered to the mail server successfully.
• Failed — delivery failed. Check the recipient address or ask your administrator about the email account configuration.

Common questions#

Can I delete an update log entry?#

No. Logs are immutable — they cannot be edited or removed. This ensures the audit trail is trustworthy.

Why does mail history show a quotation I did not send?#

Another user with permission may have sent a quotation from the same enquiry. The Sent by field tells you who triggered it.

Can I resend a failed email?#

Open the enquiry, generate a fresh quotation via Send Quotation, and send again. The failed attempt remains in history for reference.

How far back does history go?#

Both update logs and mail history are retained indefinitely for the life of the enquiry. Deleting an enquiry removes all its logs and mail records permanently.