Setting Up Email Sharing Permissions

Setting Up Email Sharing Permissions

Introduction

There are multiple instances when a customer's email needs to be accessible to more than one person within the organization. To facilitate easy access of emails, 1Stop Install provides email sharing options/permissions. Administrators can set email sharing options/permissions for individual users or by specific roles within the organization. There are four types of sharing options:
  1. User's Choice - The user can configure their own sharing permissions (private, public, or custom). This option is used by those who work independently and may be required to share emails with a few of their colleagues or other team members as needed.
  2. Private - Emails will not be accessible to anyone in the organization except the user to whom it is sent. Even if the record is shared with other users, they will not be able to view the associated emails.  This option is used by CEOs and other Top Management who want to keep their communications confidential.
  3. Public - Every email sent or received will be accessible to all users across the organization. This option is used by Sales Reps and Managers directly responsible for day-to-day customer interaction that want to share their emails with all users in the organization. 
  4. Custom - The user can share the emails only by using the record sharing option. They can choose individual records and select the Share Email checkbox under the Email Related List.  While setting this sharing permission, the administrator can specify the users or roles with whom the emails can be shared.  This option is used for Sales Reps and Managers directly responsible for day-to-day customer interaction who want to share emails with relevant team members only.

Setting Permissions By Individual User

1. Log into 1Stop.

2. Click Setup > Channels > Email.



3. From the Email Configuration Tab, click the Email Sharing Tab, and click one of the four Sharing Options in the drop-down box for the individual user.



Note: If you choose the Public option, you will need to click Proceed in the popup screen.



After clicking proceed, you can click +Exclude Domain to specify domains (up to 20) to be excluded from sharing.



Enter the domain or domains to be excluded, and click Save.



4. By clicking All, you can see which users/roles emails are being shared with.  Here, you can also unselect any user/roles you do not want to share emails with.



Note:  Immediate supervisor roles will be able to see the emails for those below them by default and this cannot be edited.


Setting Permissions by Specific Roles

1. Log into 1Stop.

2. Click Setup > Channels > Email.



3. From the Email Configuration Tab, Click the Email Sharing Tab, then Click Preferences.



4. Click one of the four Sharing Options in the drop-down box for the particular job title/role.  The next steps with differ depending on which Sharing Option you choose. 



If you choose the User's Choice or Custom sharing option:

1. Select User's Choice in the drop-down box, and click on Click to Update Hierarchy.



2. Verify that the Users/Roles you wish to share emails with are selected.   You can also unselect any users/roles you do not want to share emails with.  When complete, click Done.



3. Click on Apply Now.



4. Then choose whether you want it to apply to New & Existing Users or New Users Only.
Choosing New & Existing Users will apply the email sharing preference to all new users, and override the current email sharing preference of all users under the selected role. Choosing New Users Only will apply the email sharing preference to all new users with that selected role only.



5. If you choose New & Existing Users, you will need to click Proceed.




If you choose the Private sharing option:

1. Click on Apply Now.



2. Then choose whether you want it to apply to New & Existing Users or New Users Only.
Choosing New & Existing Users will apply the email sharing preference to all new users, and override the current email sharing preference of all users under the selected role. Choosing New Users Only will apply the email sharing preference to all new users with that selected role only.



3. If you choose New & Existing Users, you will then need to click Proceed.



If you choose the Public sharing option:

1. Click Proceed.



2. Click to Exclude Domain, if there are any Domains you want excluded.



3. Click on Click to Update Hierarchy.



4. Verify that the Users/Roles you wish to share emails with are selected.   You can also unselect any users/roles you do not want to share emails with.  When complete, click Done.



5. Click Apply Now.



6. Then choose whether you want it to apply to New & Existing Users or New Users Only.
Choosing New & Existing Users will apply the email sharing preference to all new users, and override the current email sharing preference of all users under the selected role. Choosing New Users Only will apply the email sharing preference to all new users with that selected role only.



7. If you choose New & Existing Users, you will then need to click Proceed.

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