Email Notification System Guide
Purpose: This article outlines how the EZlife system manages email-related notifications and ensures that users are properly informed without disrupting workflow.
Overview
This notification system is designed to inform users only when action is required regarding email configuration issues. It ensures that critical business processes (e.g., approvals) continue uninterrupted, even if email delivery fails.
Notification Trigger
A notification is generated when:
An active email address is selected for communication (e.g., for sending approvals), but the system fails to send the email using the configured email settings.
Historical vs. Current Behavior
| Phase | Behavior |
|---|---|
| Past | Email-related issues blocked approval processes |
| Current | Approvals continue even if email delivery fails; a notification is logged instead |
Notification Rules and Logic
Limits:
A maximum of 10 active notifications are displayed at any given time.
Duplicate notifications for the same unresolved issue are not allowed.
Notification Lifecycle
Email Send Attempt
System checks for unresolved notification:
If an unresolved notification for the same issue exists, no new notification is added.
If not, a new notification is created upon failure.
If a previously failing email sends successfully:
The related notification is marked as resolved (green checkmark).
Visual Indicators
| Element | Meaning |
|---|---|
| ✅ Grey checkmark | Notification is unresolved |
| ✅ Green checkmark | Issue has been resolved |
| ❗ Red exclamation mark (on bell icon) | One or more notifications are unresolved |
Manual Resolution
Users may manually resolve notifications after verifying that the issue has been addressed (e.g., token refreshed, SMTP corrected).
Clicking the checkmark toggles it from grey to green to indicate resolution.
Example Use Cases
Scenario A: Failure Detected
Email sending using
noreply@company.comfails due to expired token.System generates:
Active email noreply@company.com is not working properly. Please check the Email Integration module to resolve this.
Notification appears with timestamp and grey checkmark.
Scenario B: Issue Resolved
Token is refreshed.
On the next email attempt, the system sends successfully.
Notification is automatically marked as resolved (green check).
Scenario C: Persistent Failure
Multiple failed attempts for the same email do not generate duplicate notifications.
Notification remains unresolved until manually or automatically updated.
Best Practices
Regularly review the Email Integration module to ensure email configurations (tokens, SMTP, etc.) are valid.
Use the notification bell icon to monitor system alerts needing action.
Encourage users to resolve notifications once issues are confirmed fixed.