Owner Email Notifications & Excel Export

Approved recipient: amitoshksharma@outlook.com. This is the owner notification destination, not an assumed sending mailbox or SMTP provider.

Implemented flow

Every accepted enquiry stores enquiry/context/consent/history and one notification row in a single transaction. After confirmed acceptance a bounded immediate SMTP attempt runs. Receipt remains truthful if email fails. Concurrent same-key retry produces one enquiry and queue; already accepted/failed/uncertain messages do not automatically resend on visitor retry.

Email includes reference, name, topic/type, IST time and protected staff URL. Full requirement, phone/email contacts and notes remain in the admin system. Staff sign-in is required. Test-receiving subjects are marked ISOLATED TEST.

Private host setup, before live use

• Select and privately verify the real authenticated sending service, sender address, outgoing port, TLS/SSL and CA trust. Configure host/port/encryption/username/password/from_address only in private config or a privately included secret file. Never use the visitor address as From. No PHP mail() fallback is assumed.
• Verify the sender domain and relevant SPF/DKIM/DMARC configuration with the provider. Record rate/size/time limits, delivery/bounce visibility and the exact processors/log locations. No public DNS changes were made here.
• Use isolated staging and synthetic data. Verify both sending-server acceptance and actual Outlook inbox/junk delivery. A local SMTP capture is insufficient to mark transport_verified.
• Resolve owner/delegates, service/log/mailbox retention and deletion, recipients/processors/privacy wording and custody. Set operational_reviewed only from real documented decisions. Both private flags defaultfalse.
• In owner admin > Owner email notifications, review the exact recipient and enable after private verification. Saving settings sends nothing and does not enable receiving. Production receiving still requires all existing host/restore/owner/privacy gates and a configured notification transport.

Queue and retry

Pending: awaiting one bounded attempt. Sending: short lease in progress. Accepted by sending server: not proof of inbox delivery. Failed: service unavailable or pre-DATA rejection; owner may retry. Uncertain: final acceptance acknowledgement or result update was lost; investigate service/mailbox before manual retry because a duplicate is possible. Held: changed recipient or restored unsent queue needs owner review. Inactive: receiving/notification setup disabled.

The owner can Process up to five pending notifications. If a host supports an approved scheduler, private console notifications can process the same bounded queue; no cron is assumed. With no scheduler, use the owner button/manual maintenance. Pending jobs do not magically retry in the background. No response-time or instant inbox-delivery guarantee is made.

Only the owner may configure/process/retry; no SMTP credentials appear in CMS or audit output. Uncertain/Held retries require explicit review. Sent jobs cannot be blindly retried. A stable Message-ID helps investigation but cannot guarantee exactly-once SMTP delivery. All restored unsent jobs are Held, and deleted enquiry queue rows stay deleted during ledger replay.

Excel download

Enquiries > search/filter > authorised XLSX export. Keep appropriate export scope; include notes only when authorised. Cells are literal strings with no formulas/public temporary files; existing caps/cleanup/authentication remain. Interactive Microsoft Excel validation is still pending; historical LibreOffice evidence is separate.

No visitor auto-reply, WhatsApp/Telegram automation, CRM or cross-venture forwarding is included. This owner-notification feature implements the earlier explicit owner email request while preserving the exclusion of other automatic workflows.