Search communication history
Find previous tenant and property conversations using names, addresses, subjects, message text, dates, delivery channels and communication statuses.
Communication search helps you locate messages without opening every property or tenant record. Begin with one reliable detail, then apply filters gradually until the correct conversation appears.
How communication search works
People
Search using a tenant name, email address or other connected contact detail.
Property context
Search by property address, tenancy or connected operational record.
Message details
Search using the subject, message wording, date, channel or conversation status.
Too many filters can hide the correct result, especially where the conversation is connected to a historical tenancy or archived record.
Before searching the communication history
- Identify the tenant or property involved.
- Estimate the communication date.
- Recall part of the subject or message wording.
- Check whether it was email, portal or another channel.
- Consider whether the conversation may be archived.
- Review current and historical tenancies.
- Check whether the message relates to maintenance, compliance or documents.
- Use one reliable detail before adding more filters.
Open Communication and the search area
Open Communication
Select Communication from the main Estavo navigation.
Open All Conversations
Display communication from across the account rather than one property or tenant only.
Locate the search field
Enter a tenant, property, subject or message keyword.
Open Filters
Apply date, status, delivery and record filters where required.
Search using a keyword or phrase
Communication search
Example account-wide search
- Use a distinctive word from the subject.
- Search a property street name.
- Use a contractor, inspection or repair term.
- Search a date, reference or appointment description.
- Try a shorter phrase where no results appear.
- Avoid entering an entire message unless wording is exact.
Search by tenant or contact
Clear the tenancy filter if communication may relate to an earlier property or previous tenancy period.
Search by property or tenancy
- Enter the full or partial property address.
- Select the property from the available results.
- Choose a current or historical tenancy where needed.
- Review communication connected only to the property.
- Include maintenance or compliance conversations.
- Clear the tenant filter where several occupants were involved.
- Check archived property communication.
Search using the message subject
Maintenance subject
Search terms such as “boiler repair”, “leak” or “contractor appointment”.
Tenancy subject
Search terms such as “renewal”, “rent” or “tenancy update”.
Document subject
Search terms such as “document request”, “agreement” or “certificate”.
Compliance subject
Search terms such as “inspection”, “gas safety” or “electrical appointment”.
Search within message text
- Use a distinctive phrase from the conversation.
- Search a contractor or supplier name.
- Search an appointment date or time.
- Use a repair, document or inspection description.
- Try one or two important words rather than a full sentence.
- Check spelling where no results appear.
- Search tenant replies as well as landlord messages where supported.
Search may not identify synonyms. Try the exact terminology used in the subject or message where possible.
Filter results by date
Open the date filter
Select a predefined period or enter a custom range.
Select the start date
Begin slightly earlier than the estimated communication date.
Select the end date
Include later replies and follow-up messages.
Apply the filter
Review the updated conversation list.
Filter by delivery method
Show messages sent using the tenant’s recorded email address.
Tenant Portal
Show communication retained in portal conversations.
Email and portal
Find messages delivered through both communication channels.
Other recorded activity
Review other communication types where they are available in the account.
Filter by message or conversation status
- Use Active for current conversations.
- Use Archived for completed or older threads.
- Use Draft to find unsent communication.
- Use Sent or Delivered to review completed delivery.
- Use Failed to find undelivered messages.
- Use Awaiting Reply where that status is available.
- Use All statuses where the correct state is uncertain.
Review the conversation results
- Check the subject.
- Review the property.
- Confirm the participant.
- Check the conversation date.
- Review the delivery and archive status.
- Open the thread before relying on the result.
- Read the complete history and attachments.
Clear or change search filters
Review the active filters
Check the property, tenant, date, channel and status selections.
Remove one narrow filter
Widen the search gradually rather than clearing everything immediately.
Run the search again
Review whether additional relevant results appear.
Select Clear All where required
Return to the complete communication list before starting again.
When no search results appear
- Shorten the search phrase.
- Check the spelling.
- Clear the tenant filter.
- Clear the property or tenancy filter.
- Expand the date range.
- Include archived conversations.
- Include failed or draft messages.
- Search the tenant’s email address.
- Check another communication channel.
- Review the property or tenant record directly.
Communication sent outside Estavo may need to be recorded separately before it appears in the account history.
Common communication-search problems
The search returns too many results
Add a property, tenant, date or status filter to narrow the list.
The search returns no results
Shorten the phrase, clear filters and include archived or historical communication.
The correct tenant does not appear
Check the tenant record, email address and current or historical tenancy.
The correct property does not appear
Search a shorter address and confirm the property remains active in the account.
Archived conversations are missing
Change the status filter to Archived or All.
Message-text search finds nothing
Try fewer words or search the subject, tenant or property instead.
Results show the wrong tenancy
Review the tenancy dates and remove the broad property-only filter.
Search filters do not clear
Select Clear All, refresh the communication page and repeat the search.
The communication has been located
The next guide explains how to update a tenant’s email address and telephone details before sending future communication.
Continue to update contact details