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Customer experience | Sales, Customer Insights,...
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Email sent from Queue Mailbox not visible in CRM Email Activities

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We are using Dynamics 365 CRM on-premises v9.1 with a queue mailbox configured for Server-Side Synchronization (Outgoing Email). A plugin triggers on record creation in a custom entity and sends an automated email via this queue.
 
Recently, we discovered that a recipient replied to an automated email (subject included a CRM tracking token like CRM:0000123456), but we cannot find any corresponding Sent email activity in CRM for this token.
 
Querying FilteredEmail for the subject or token returns no record with Status = Sent.
 
Exchange message headers show the email was sent from the queue mailbox (e.g., queue@domain.com) via our Exchange server, but CRM has no record.
 
We also observed some "Regarding" fields of email activities are being randomly assigned, possibly due to token mismatch or duplication.
 
 
Questions:
 
1. How can an email be sent from the queue mailbox without CRM logging it as a Sent Email activity?
 
 
2. Could Exchange or another process (e.g., mailbox rule or third-party integration) send mail directly using the queue mailbox and still have CRM track replies (due to tracking tokens)?
 
 
3. Could this be related to tracking token duplication (as we’re seeing incorrect "Regarding" associations)?
 
 
Any guidance or troubleshooting tips would be appreciated.
I have the same question (0)
  • Verified answer
    Muhammad Shahzad Shafique Profile Picture
    2,336 Most Valuable Professional on at
    Email sent from Queue Mailbox not visible in CRM Email Activities
    1. How can an email be sent from the queue mailbox without CRM logging it as a Sent Email activity?
    • If an external system (like Exchange or a custom workflow/external integration) sends an email using the queue mailbox outside CRM, CRM will not log a corresponding email activity.
    • CRM only logs email activities when:
      • An email activity is created and marked as "Send".
      • Or a plugin/service explicitly sends an email via CRM API (SendEmailRequest).
    • Server-Side Sync doesn’t intercept or record emails initiated directly from Exchange/Outlook unless they originate from a CRM email activity.
     
    1. Could Exchange or another process (e.g., mailbox rule or third-party integration) send mail directly using the queue mailbox and still have CRM track replies (due to tracking tokens)?
    • Yes. If a system sends an email using the queue mailbox and includes a valid CRM tracking token, CRM will attempt to track replies via Server-Side Sync.
    • However, CRM won't know the original sent email unless it originated from within CRM, so replies might be misassociated or not linked to the expected activity.
    • CRM uses the tracking token to guess the "Regarding" and "ActivityId", and if the token matches another activity (even coincidentally), it may assign the wrong record.
     
    1. Could this be related to tracking token duplication (as we’re seeing incorrect "Regarding" associations)?
    • Yes. Tracking token duplication or reuse can cause CRM to misassociate incoming emails to the wrong activities or records.
    • If a tracking token is reused across different emails or manually inserted, CRM can assign the reply to an unrelated or outdated activity.
    • Also, improper cleanup of email activity records or bypassing CRM's email sending APIs may lead to tokens not being incremented properly.
  • SanjayD365 Profile Picture
    18 on at
    Email sent from Queue Mailbox not visible in CRM Email Activities
    1. Are there any known scenarios in Dynamics 365 (on-prem 9.1) where SendEmailRequest could result in a sent email but no corresponding Email activity is saved?
     
    For example, could a transaction rollback after SendEmailRequest cause the email to send but the activity record to disappear?
     
     
    2. Does the SendEmailRequest commit outside the plugin transaction?
     
    My plugin uses the following approach:
     
    Guid emailId = service.Create(email);
    service.Execute(new SendEmailRequest { EmailId = emailId, IssueSend = true });
     
    Can the send operation survive if the plugin or the main operation later fails?
     
     
     
    3. Could Exchange or Server-Side Sync send an email directly from the queue mailbox without CRM creating a record?
     
    If yes, under what conditions might this happen? (e.g., mailbox misconfiguration, duplicate tracking tokens, etc.)
     
     
     
    4. Is there a known bug in Dynamics CRM 9.1 on-premise where emails appear in Outlook Sent Items but are never logged as Email activities in CRM?
     
    We are aware of the tracking token duplication issue; could this be connected?
     
     
     
    5. How can we track whether a queue mailbox sent an email directly (via Exchange) versus through a CRM Email activity?
     
    Are there any Exchange message headers (or CRM MessageId correlation) we can rely on to prove this?
  • Verified answer
    Muhammad Shahzad Shafique Profile Picture
    2,336 Most Valuable Professional on at
    Email sent from Queue Mailbox not visible in CRM Email Activities
    1. Can SendEmailRequest send an email but leave no Email activity in CRM?
    Yes — if the SendEmailRequest is executed and then the transaction is rolled back, the email could still be delivered (especially if SMTP relay happens instantly), but the CRM Email activity may not persist. This is rare but possible in async plugin steps or workflows if exceptions occur after SendEmailRequest but before transaction commit.

    2. Does SendEmailRequest commit outside the plugin transaction?
    No — SendEmailRequest runs inside the same transaction scope as the plugin. If your plugin step fails later, the whole transaction (including email creation and sending) should be rolled back, but SMTP relays may not respect that rollback, resulting in email sent but no record.
    Best practice: Use SendEmailRequest only after ensuring the plugin’s core logic has passed, ideally at the end of the operation or in a separate async step.

    3. Can Exchange or Server-Side Sync send emails without CRM creating an Email activity?
    Yes — if:
    • Another system uses SMTP to send via the queue mailbox (bypassing CRM APIs).
    • There's a misconfigured plugin using direct SMTP (e.g., SmtpClient) instead of CRM’s APIs.
    • Mailbox rules or third-party add-ins initiate the email outside CRM.
    • CRM is not the sending source, Server-Side Sync won’t create an Email activity — it only sends what CRM instructs it to.

    4. Is there a known bug in D365 v9.1 where emails show in Sent Items but not in CRM?
    Not a confirmed bug, but frequently observed when:
    • Custom code bypasses CRM email creation.
    • Plugin exceptions or rollbacks occur after send.
    • Tracking token collisions confuse CRM about related activities.
    • SMTP relay configuration allows email to be sent despite CRM rollback.

    5. How to differentiate CRM-sent emails vs. Exchange-sent ones via queue mailbox?
    Use Exchange Message Headers:
    • Check for X-MS-CRM-Email-Id or In-Reply-To headers tied to a CRM Email.ActivityId.
    • CRM-sent emails via Server-Side Sync embed a tracking token (CRM:<number>) and headers like:
      • X-MS-CRM-Originating-ActivityID
      • X-MS-CRM-Tracking-GUID
    • If these headers are missing but the token is present, the email was likely sent outside CRM (e.g., SMTP relay or manual send).
  • Verified answer
    Hamza H Profile Picture
    1,805 on at
    Email sent from Queue Mailbox not visible in CRM Email Activities
     
    1. How can an email be sent from the queue mailbox without CRM logging it?
      Emails sent directly from Exchange or another system using the queue mailbox account (outside of CRM’s Server-Side Sync) won’t create a corresponding Sent Email activity in CRM. CRM only logs emails it processes and sends itself.
    2. Could Exchange or another process send mail directly and still track replies?
      Yes. If another system sends email from the queue mailbox with the CRM tracking token in the subject or headers, CRM can track replies if incoming emails are processed by Server-Side Sync, even though the sent email record is missing.
    3. Could tracking token duplication cause wrong "Regarding" fields?
      Absolutely. Duplicate or reused tracking tokens can confuse CRM’s email tracking, causing replies to link to the wrong records or have incorrect Regarding fields.

    Troubleshooting tips:
    • Check if other systems or users send emails using the queue mailbox directly via Exchange or scripts.
    • Review Server-Side Sync logs for email tracking and failures.
    • Consider enabling mailbox auditing to trace who/what sends emails from the queue mailbox.
    • Investigate token generation to avoid duplicates—ensure unique tokens per email.
    • Confirm your email correlation and tracking settings in CRM to reduce incorrect Regarding assignments.

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