Overview
Administrators can control, per user role, which emails users see in Feeds, on records, and anywhere else emails are shown. Instead of every user seeing all emails linked to records they can access, you can limit a role to emails owned by or shared with selected users and sales units. You can also set the email linking settings for a whole role, so account history no longer depends on how each user has configured their own email integration ⤵
NOTE: These settings only affect Feeds and other places where emails are shown outside the Inbox. In the Inbox, users always see the full contents of any mailbox they have rights to.
Setting the Email Access Level for a Role
Open the user role you want to change and find the new Access Level setting for emails ⤵
Choose one of the two options:
Granted by Linked records (the default) — a user sees an email if they own it, it is shared with them, they can see a record it is linked to, or they manage the sales unit of a record it is linked to. This is how email access has always worked.
Granted by Users and Sales Units — a user sees an email if they own it, it is shared with them, or it belongs to (or was shared by) a user or sales unit on the role’s list. The user must still be able to see the record the email is linked to.
If you choose Granted by Users and Sales Units, add the users and sales units whose emails this role should see. A sales unit on the list covers its direct members only. Members of child units and managers of parent units are not included, and the managers of the listed unit are excluded so that their emails stay protected. To give access to a manager’s emails, add that manager to the list as a user.
You don’t need to maintain the list by hand. It updates automatically when users join or leave a listed sales unit, or become or stop being its manager. In larger spaces, the permission recalculation dialogue may appear while this happens.
To let users in the role delete emails they don’t own, select Allow users to delete emails they do not own. Deleting an email this way removes it from Coevera for everyone. In the Inbox, it removes the email from connected mailboxes only.
Click Save to apply the changes to the role.
NOTE: The existing sharing setting is now called Content Sharing Rights (Feeds). It works as before and controls who can read an email’s subject, body, and attachments outside the Inbox. The Access Level controls whether the email is visible at all.
Setting Email Linking for a Whole Role
In the user role settings, go to Entities → Messages → Emails. Below Content Sharing Rights (Feeds), you’ll find three new dropdowns ⤵
Link e-mails to Accounts
Link e-mails to Contacts
Link emails to Accounts based on Domain
Each dropdown offers the same three options:
User will decide — the default for every role, including existing roles. Users choose for themselves, as before.
On — the setting is turned on for everyone in the role, and users can’t change it.
Off — the setting is turned off for everyone in the role, and users can’t change it.
Choose an option for each dropdown, then click Save. Saving these settings does not trigger the permission recalculation dialogue.
NOTE: Only administrators with permission to edit user roles can change these dropdowns.
What Users See when they enable Email Integration
In their email integration settings, users still see the three linking checkboxes in the same place. When the role sets a checkbox to On, it appears selected and greyed out. When the role sets it to Off, it appears cleared and greyed out. Hovering over a greyed-out checkbox shows This setting is managed by your administrator. ⤵
The role setting applies to every connected email account across all email sync integrations, including accounts users connect later. If all three settings end up off, users still see the warning that no emails will be linked to records and that synced emails will stay private and won’t be shown in Feeds.
When the Changes Take Effect
Changes to email linking apply to new emails only. Emails that are already linked stay linked, emails that were never linked stay unlinked, and no re-sync is started.
NOTE: If a past email sync is already running when you make a change, users see a message that their changes will apply to the next sync. The running sync finishes with its original settings.