Run a COI Email Status Report

Use this process to check on Emails sent to participants within the system. This report shows you participants that received, opened, or did not receive sent Email templates.

Step-by-step guide


 Show Me How to Run an Email Status Report
To run an Email Status Report, perform the following steps:
  1. Begin by selecting a questionnaire from the 'Questionnaire' dropdown menu.
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  2. Next, select the 'Status' of the Emails that will be shown on the report.
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    2.  What does each status mean?

      Bounced/Dropped – The Email never arrived due to an invalid Email address or server/routing error.
      Delivered – The Email arrived in the recipient’s inbox.
      Opened – The recipient has received and opened the Email at least once.

  3. Click the 'Submit' button to run the report.
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 Show Me How to Use the Data in the Email Status Report
To explore the available functions in the Email Status Report, refer to the following steps:
  1. To put the results of the report on a spreadsheet, click the 'Excel Export' button.
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    2.  Example

  2. The results of the Email Status Report will display directly below the Questionnaire and Status filters. The table is laid out in columns, similar to other reports. Each entry is a separate Email sending attempt.
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    2.  What do the columns mean?

      Date – The date the Email was received, opened, or dropped.
      First/Last Name – The first and last name of the participant.
      Facility/State – The facility and state in the participant’s profile.
      Email – The Email address of the participant.
      Email Status – The outcome of the Email, whether it was bounced/dropped, delivered, or opened.
      Email Subject – The subject line of the Email that was sent.

  3. To delete entries from the Email Status Report, click 'Delete All' or 'Delete Selected Only' depending on if all entries should be deleted or only those indicated by checkboxes. Please note that deleting entries will remove them permanently, and such entries will not show up in future reports.
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Did you know: This report is particularly useful during your initial launch of a questionnaire. By checking this report, you can see which participants may potentially encounter issues with accessing the questionnaire. This allows you more time to verify if the Email address is correct, and to re-send to specific participants if needed.



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