NirmaanOne Help
TroubleshootingReviewed 2026-09-29

Email shows as logged or refused: the mail server is not configured or rejected the message

Outgoing mail is sent through a mail server set up for the installation, not inside the app; while none is configured every email (document, campaign, workflow, invitation, verification) is only logged and reported as not delivered, and when the server refuses a message the recipient is marked failed; the person who runs the installation configures mail, then you resend.

Messages this explains

  • “MAIL_SERVER is not configured; the message was logged”
  • “Logged (mail is not configured).”
  • “MAIL_SERVER not configured; logged only”
  • “Mail server refused the message”
  • “mail delivery failed for <addresses>”
  • “retrying: mail delivery failed for <addresses>”
  • “Email could not be sent right now.”
  • “Email could not be sent right now; try again later.”
  • “<email> invited (email not sent).”
  • “No email could be sent to <email>.”

Email shows as logged or refused: the mail server is not configured or rejected the message

You emailed a document, sent a campaign or a test, ran a workflow that sends mail, invited a user or asked for a verification email, and the app reported that the message was logged rather than sent, or that the mail server refused it. The app does not send mail by itself; it hands messages to a mail server that the installation must be set up with.

What you see

  • Emailing a document from Generated documents or a booking's Booking documents tab (Email > Send): the toast "MAIL_SERVER is not configured; the message was logged" instead of "Sent to <addresses>." The document is still marked Sent with the recipients. "Logged (mail is not configured)." is the fallback wording, also shown when a configured server refused every address.
  • On the Campaign editor, Send test answers "MAIL_SERVER is not configured; the message was logged" (or "Logged (mail is not configured)."). After Send, the recipients table shows each contact's outcome in its status: "MAIL_SERVER not configured; logged only" against a recipient counted as Sent, or "Mail server refused the message" against one marked Failed. A yellow "Last error: <text>" alert on the campaign repeats an error that stopped a batch.
  • On Runs, a run with a Send email or Generate document action ends Success and its Result carries the note "MAIL_SERVER is not configured; the message was logged". When a server is configured and refuses every address, the Send email action is retried automatically (after 30 seconds, then after longer waits) and shows "retrying: mail delivery failed for <addresses>" meanwhile. After the fifth retry the run stays Running and the event that started it is marked Failed on the Outbox with "mail delivery failed for <addresses>".
  • On Verify email and on My Profile, Resend verification email answers "Email could not be sent right now.". In the amber banner at the top of every page, Resend email changes the banner text to "Email could not be sent right now; try again later."
  • On Users, Send invitation answers "<email> invited (email not sent)." and the Invitation link dialog "No email could be sent to <email>." The user is created as Invited all the same.

Why it happens

Every outgoing message, letters and agreements, campaign mail, workflow notifications, invitations, password resets and verification links, goes out through one mail server that the installation is configured with. NirmaanOne has no in-app setting for it; the address, port and credentials are part of the server set-up done by whoever runs the installation.

While no mail server is configured, each message is written to the server's log instead and reported as not delivered. Documents and campaign recipients are still marked Sent, so the record shows that the sending was done, and the "logged" note tells you it never left the building. Sign-up and invitations keep working for the same reason: a development system shows the link that would have been emailed.

When a mail server is configured but rejects a message (a wrong address, a blocked sender, a server that is down), the outcome is recorded where it happened: the campaign recipient is Failed, the workflow action is retried and then left for you to send again, and a document email reports what was and was not sent (a document is marked Sent only if at least one address took it).

How to fix it

  1. Ask the person who runs your installation to configure the outgoing mail server (or to check it, if it used to work). There is nothing to set inside the app. Until then, download documents with Download PDF / Download Word and send them from your own mailbox.
  2. Resend a document: on Generated documents or the booking's Documents tab press Email again (the Edit permission on Generated Documents; in the default roles the Administrator, the Finance Lead, the Accountant, the Sales Manager, the Rehab Officer and Legal & Documentation).
  3. Resend a campaign: a Sent campaign cannot be sent again ("A <status> campaign cannot be changed"). Create a new campaign with the same audience and template on New campaign and Send it (the Send permission on Campaigns). Fix the addresses of recipients marked "Mail server refused the message" on their contact records first.
  4. Send a workflow email again: once mail works, open the Failed event on Outbox and press Requeue (the Edit permission on Workflow Rules; in the default roles only the Administrator). The run resumes at the Send email action that did not finish. A Success run whose result only says the message was logged has nothing to resend; the rule fires again on the next event.
  5. Verification and invitations: press Resend verification email on Verify email or Resend email in the banner, and Resend invitation on Users (the Edit permission on Users), once mail is configured.

Related

  • Generated documentsScreen

    The organization-wide log of every document generated from a template or uploaded against a record, where you preview, download, email, void or delete them.

  • Booking documentsScreen

    The letters and agreements generated for one booking, such as the allotment letter, together with the receipts of its payments and the letters of its demands, with the button to generate another from a published template and the icons to preview, download, email, void or delete each one.

  • Campaign (editor: <campaign name>)Screen

    Finish and send one email campaign: build the recipient list from the audience, preview the merged email, send a test, send now or schedule, cancel, and read the per-recipient log afterwards.

  • New campaignScreen

    Create an email campaign: name it, choose the email template, tag a project, set the reply-to address and define who receives the mail, with a live count of the audience.

  • RunsScreen

    Every time a rule ran: what started it, which record it worked on, how each action went, and the panel from which an errored run is retried.

  • Verify emailScreen

    The page the verification link in your email opens: it confirms your email address, or lets you ask for a new link when the old one has expired.

  • UsersScreen

    The people in your organization: invite new users, change their role, deactivate or reactivate them, reset a lost two-factor authentication, and resend or revoke pending invitations.

  • My ProfileScreen

    Your own account: see your email, organization and roles, change your name and phone, change your password, turn two-factor authentication on or off, and sign out everywhere.

  • OutboxScreen

    The events recorded when records change, on their way to the rules that listen to them, with the runs each event produced and the panel from which a failed event is requeued.