When an action item step or message sends a notification to an internal or external role, Vantaca records the details of that notification. The Message Details screen shows delivery information, send method, and status for each notification, including a record of which users were in each recipient role at the time the message was sent. This gives users full visibility into outbound communications without needing to reconstruct role membership after the fact.
Contents
View Message Details
To view message details for an action item notification:
- Navigate to the action item.
- Click the Sent To link on any action item notification.
The Details screen opens. The information shown is specific to that notification only. - Click Message Details or Send To Details to switch between tabs.
Message Details Tab
The Message Details tab displays delivery information for the notification.
The following columns are available:
- Processed: The timestamp when the notification occurred. This column always populates.
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Method: The method by which the notification was sent. The method is determined by the notification settings configured in the action item step rules. Methods include:
- Email: Internal or external email.
- Paper: Letter-type notification.
- Text: Text message notification.
- Web: A flyout alert that is currently suppressed in Vantaca. These alerts technically still occur, which is why this method may still appear in records.
- App: Notification sent through the Vantaca mobile app.
- Status: The current status of the notification, such as Sent, Printed, Error, Processing, or No Token. No Token appears only when the Method is App and indicates the recipient does not have the mobile app or has not registered for app notifications.
- Details: Additional details about the notification depending on the action item type and method. For email notifications, this includes the recipient email address.
Notes:
- When a new message or notification (including Cc and Bcc) is sent to a Homeowner, Vendor, or Board role, the system always sends an external email.
- Management company roles receive an in-app message (My Messages) only, unless their Email communication preference is enabled. If Email is enabled, they receive both an in-app message and an external email.
- Action item step notifications follow the Step Rule Notification/Mail Format.
Send To Details Tab
The Sent To Details tab shows which users were members of each recipient role at the time the note was logged. This data is retained indefinitely. Changes to role membership after the message was sent do not affect the data shown here.
The tab is available for Message, Step, Reply, and other action item notes that include outbound communication.
Event History
When a notification uses the Email method, an Event History section appears within the Message Details tab. This section displays delivery information for the email.
The level of detail available depends on the recipient's email provider. Information may range from a general delivery confirmation to more specific events such as the email being opened or replied to.
Event History populates only when a notification is sent. If no role is assigned to the step, or if the recipient does not have an email address on file, no Event History data appears.
Note: To maintain optimal system performance, Vantaca retains Event History data for 3–6 months. This includes message processing, delivery, and open records. To access older Event History data, contact Vantaca Support.
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