This article explains the basic differences between Archive Search and Track and Trace.
Archive Search retrieves results following a query of the metadata held in the index. This data is not held in database tables. For example:
Even though the message was sent to four addressees, the information stored in the index is one recipient and three others. If you were to run an export of the results, it wouldn't be possible to display all the recipients. This is because the details of the three additional recipients is not recorded in the index.
Additionally the Display Name (DN) for the recipient is displayed, if it is known, and not the email address. If the DN is not known, the email address is displayed. This behavior cannot be changed.
Track and Trace
Track and Trace runs various searches across multiple locations including:
- Accepted Email
- Connection Attempts
- Delivery Queue
- Hold Delivery Queue
- Active Messages
- Email Archive
The search results include data held both in the Index and the database tables. Results from the Archive return the DN, where this is known, whilst data returned from database tables return the email address. This is because the database tables do not record the DN.
The main purpose for Track and Trace searches, is to fault find message delivery or single email transmissions. For this reason it is recommended that full email addresses are used when conducting searches. Track and Trace is not designed for extracting large volumes of data from across the archive, active, or rejected messages. In fact large volume Track and Trace searches can have performance implications on the grid. For this reason they should be as narrow as possible.
Because of the potential of grid performance issues, search results are restricted to one month and 10000 rows. The search results total is comprised of those returned from the Archive, with the remaining results returned from the DB. For example, a search returning 9000 archive results, includes 1000 results from the DB even though there may be more.
When (Not) To Use Track and Trace
Use the scenarios in the following table, to decide whether to use Track and Trace or one of the dedicated viewers.
|Scenario||Track and Trace||Dedicated Viewer *|
|You need to prove an email was delivered.||Y||N|
|You need to find out why a message to one address is failing.||Y||N|
|You need to run a search for a customer that produces mailshots, outlining all emails sent from one domain or address.||N||Y|
|You need to export every email sent from a single address to any other over a period of time (e.g. for compliance reasons).||N||Y|
* Dedicated viewers include: