Email Statuses
Understanding email statuses helps you track the state of each message and conversation in Airmailer. Statuses indicate where emails are in the processing pipeline and their outcomes.
Status Overview
Every email in Airmailer has a status that indicates its current state:
| Status | Meaning | |--------|---------| | Pending | Email received, awaiting processing | | Processing | Agent is generating a response | | Responded | Agent has sent a reply | | Failed | Processing encountered an error | | Skipped | Email intentionally not processed |
Status Flow
Typical Flow
Email Received → Pending → Processing → Responded
Alternative Flows
Email Received → Pending → Processing → Failed
Email Received → Pending → Skipped
Status Details
Pending
What it means: The email has been received and is waiting to be processed by your AI agent.
Duration: Usually seconds to minutes
Actions:
- No action needed—processing will begin automatically
- If stuck in pending for long, check system status
Processing
What it means: Your AI agent is actively working on a response.
Duration: Usually a few seconds
What happens:
- Agent reads the customer's message
- Searches your documents
- Generates a response
- Applies your tone and rules
Responded
What it means: A response has been successfully generated and sent to the customer.
Indicates: Successful completion of the email workflow
What to review:
- Response accuracy
- Tone appropriateness
- Rule compliance
Failed
What it means: The processing encountered an error and no response was sent.
Possible causes:
- System error during processing
- Invalid email format
- Processing timeout
What to do:
- Check Activity logs for error details
- Review the error message
- Contact support if recurring
Skipped
What it means: The email was intentionally not processed.
Possible reasons:
- Spam detection
- Automated messages (out-of-office)
- Duplicate emails
- Configured rules
Review: Check Activity logs to understand why the email was skipped.
Conversation-Level Status
Conversations (threads) also have statuses based on their messages:
Active
- Has recent activity
- Agent responses ongoing
- May have pending messages
Resolved
- Conversation completed
- No pending messages
- Customer issue addressed
Status in Activity Feed
The Activity Feed shows status for each event:
| Event | Status Meaning | |-------|----------------| | Email Received | Success (received) / Pending (processing) | | Reply Sent | Success (responded) | | Processing | Pending (in progress) | | Error | Failed (needs attention) |
Status Colors
Airmailer uses consistent colors for status indicators:
| Status | Color | Meaning | |--------|-------|---------| | Success/Responded | Green | All good | | Pending/Processing | Yellow | In progress | | Failed | Red | Needs attention |
Monitoring Status
Dashboard View
The Activity Dashboard shows aggregate status metrics:
- Success rate percentage
- Pending count
- Failed count (if any)
Feed View
The Activity Feed shows individual message statuses with details.
Conversation View
Each message in a thread shows its status.
Status Troubleshooting
Stuck in Pending
If emails remain pending:
- Check your internet connection
- Verify Airmailer system status
- Wait a few minutes and refresh
- Contact support if persistent
Multiple Failed Emails
If you see several failures:
- Check Activity logs for error patterns
- Look for common causes
- Review recent configuration changes
- Contact support with examples
Unexpected Skips
If emails are being skipped unexpectedly:
- Review Activity logs for skip reasons
- Check if spam detection is too aggressive
- Review your agent rules
- Adjust settings if needed
Status and Metrics
Statuses feed into your metrics:
| Metric | Calculation | |--------|-------------| | Success Rate | Responded ÷ (Responded + Failed) | | Response Time | Time from Received to Responded | | Processing Volume | Total emails in each status |
Best Practices
Monitor Regularly
- Check for failed emails daily
- Review skipped emails weekly
- Analyze patterns monthly
Act on Failures
- Investigate every failure
- Document recurring issues
- Implement fixes promptly
Understand Skips
- Not all skips are bad (spam, auto-replies)
- Watch for legitimate emails being skipped
- Adjust settings as needed