What the rest of the firm sees
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Connecting a mailbox logs your correspondence against CRM records, where colleagues can see it. How much they see is one firm-wide setting.
Owners and admins change it under Settings → Email → Email visibility. Everyone else can see what it is set to.
The three levels
| What colleagues see | |
|---|---|
| Sender and date only | Who an email was with, and when |
| Subject and sender | The above plus subject lines. Bodies and attachments stay private. The default |
| Full email | Colleagues can open the body |
Subject and sender is the default, and it is the right starting point for most firms. It gives the team enough to know a relationship is active and who owns it, without exposing what was actually said.
It is a hard limit
By default, nobody but the mailbox owner reads a body the level does not allow. Not admins, not owners.
You always see your own mail in full, whatever the level. It is your inbox either way.
This limit applies everywhere, not just the Emails tab. A record's timeline never shows anyone more of an email than the Emails tab would.
Letting owners share more
Let mailbox owners share more than this is off by default. Turning it on lifts the hard limit and lets individual mailbox owners decide.
With it on, a colleague can ask to see one contact's emails. The mailbox owner answers under Access requests, with Grant access or Decline. A grant covers that owner's emails with that contact, past and future.
With it off, nobody is asked to share and the Request access button never appears. A locked email simply says so.
The choice is really about culture. Off is simpler and more predictable. On trusts each person with their own correspondence, which suits firms where people hold genuinely private relationships.
Requesting access
On an email you may not read, Request access asks the mailbox owner. They answer in Settings → Email.
This only appears when the firm allows sharing beyond the visibility level.
What is never logged at all
- Emails only between your own team
- Senders that filters block or skip
So the log is correspondence with the outside world, not internal chatter.
Where else this applies
Search respects it. Your own mailbox is searched; colleagues' are never searched, because your firm may be hiding their subjects from you.
Jev respects it. When Jev suggests a stage move based on an email you may not read, you see the suggestion without its reasoning, and a note explaining why.
The principle is consistent: no feature becomes a way around the visibility level.
Next
- Back to Connecting Gmail or Outlook