How do I check a user's logs?

How do I view a user's sending history?

The event log allows administrators to track user actions within Secure Exchanges. It is particularly useful for proving the sending and receiving of documents, which is essential during an audit or compliance check.

Before we begin

  • You must be an account administrator. Standard users can view their own logs, but not those of other members of the organization.
  • The retention period for logs varies depending on the user's plan. Events older than this period will not appear, even if the submission did occur.

Step 1: Access user management

  1. Log in to the Secure Exchanges online portal. If you need help, see Log in to the Secure Exchanges online portal.
  2. In the left-hand menu, under the Licenses and Users section, click on User Management.

The complete list of users under your administration is displayed.

Step 2: Define the period to consult

In the Event Log Export Dates field, enter the desired date or date range.

Note: If you cannot find the email you are looking for, expand the date range before concluding that it is missing. Also, verify that the date you are looking for falls within the retention period associated with the user's plan.

Step 3: View a user's logs

  1. Locate the relevant user in the list.
  2. Click on the Journals button located on the same line.

Events associated with this user are displayed directly on the screen, for the selected period.

Step 4: Understand the displayed information

The event log provides several key pieces of information:

  • the date and time of sending
  • the recipient(s)
  • the message status
  • the number of openings
  • expiration
  • the IP address associated with each interaction

The number of opens and the IP address are particularly useful for confirming that a recipient has indeed accessed the content, and from which location.

Step 5: Download the logs (optional)

Once the logs are displayed, you can export them for analysis or archiving:

  • PDF for consultation or archiving, particularly when evidence needs to be transmitted to a third party
  • Excel for filtering and analyzing data
  • CSV for integration into other tools or systems
Note: If your organization has retention obligations that exceed the duration offered by the plan, export your logs periodically. Once the retention period has expired, the events are no longer recoverable.

Good to know

  • A user's logs are accessible only to account administrators.
  • The retention period varies depending on the type of licence held by the user.
  • Permanently deleting a user also erases all of their logs. See How do I remove a user from my account? before proceeding.

Frequently asked questions

A sent email is not appearing in the logs. First, check the selected date range, then the retention period associated with the user's plan. Also, ensure that the email was sent using Secure Exchanges: an email sent without protection is not logged.

Can I view all my users' logs at once? Logs are displayed user by user. For an overview of usage across your organization, see the usage statistics instead.

What does the "Retrieve" column mean? It allows you to retrieve a sent message, but only if your organization has a SESAR licence.

Need help?

Our team is available to assist you. Write to us at support@secure-exchanges.com