Outlook and Gmail email get uploaded via Email Capture and Email Uploader to record and maintain communication within a lead's Activity History. Previously, every uploaded or captured email was automatically visible to every user with access to the lead, with no way to keep sensitive communications private or limit their audience.
Role-Based Email Visibility adds an Accessibility control to the email upload and email management flows. Users choose who can see an uploaded email ie everyone, only themselves, or only users in specific roles. This document covers ways to apply that control in the Sales module
| Note: All email communications remain visible to the uploading user and to the Corporate Administrator, regardless of which accessibility setting is applied. |
Topics Covers
Accessibility Options
Every Upload/Capture and Manage Accessibility screen offers the same three options:
| Accessibility option | Result |
| Public to All Users | Default. Visible to every user who has access to the lead. |
| Private to me | Visible only to the user who uploaded or captured the email. |
| Role Based | Visible only to users assigned to the role(s) selected in the searchable Select Role field. Supports multi-select. |
Email Upload via Manual Upload
Manual upload is used when a user wants to review and upload one email, or a small number of individually selected emails, from their own inbox to a single lead, choosing the accessibility for that upload at the same time.
Result: The email appears in the lead's Activity History, under the Messages tab, with the accessibility setting.
Steps:
1. Open the lead record and go to the Activity History tab.
2. In the Activities panel, click the Email Upload.
3. Select the checkbox next to the email(s) to upload and click Upload
4. In the Upload drawer, open the Accessibility dropdown and choose Public to All Users, Private to me, or Role Based.
5. If you chose Role-Based, a Role-Based field appears. Open it, then search and select one or more roles from the checklist (for example, Default Corporate Role)
6. Click Upload.
Worked Example
Jane uploads a franchise-agreement email and sets its Accessibility to Role Based, assigning it to the Default Corporate Role.
Emails viewed by: Corporate Administrators, regardless of which role was selected, any user assigned to the Default Corporate Role, via the lead's Activity History
Email cannot be viewed by: Users not assigned to the Default Corporate Role
Email Upload via Bulk Upload
Bulk upload is designed for uploading several emails at once, matched automatically without opening each lead individually to upload one email at a time.
Result: Every matched email is added to its corresponding record's Activity History, and the accessibility setting chosen in the Search & Upload drawer is applied to all of them in the same action.
Steps:
1. Click your name in the top-right corner and select Options.
2. Select the Integrator tab, then select Email Integrations.
3. Under Email Upload, click the Email Upload button.
4. Select the checkboxes next to the emails to upload and Click Search & Upload.
5. Open the Accessibility dropdown and choose Public to All Users, Private to me, or Role Based.
10. Click Upload.
Note: For CRM, and for Broker and Regional records, Accessibility is fixed to Public to All Users, the configured email is visible to all users with access to that record.
Email uploaded via Email Capture
Email Capture automatically records sent emails to a lead's Activity History without a manual upload step. To capture an email, the user includes the configured Email Capture address in the To, Cc, or Bcc field when sending the email; the system matches it to the lead and logs it automatically.
Result: All future emails captured for the Sales module inherit the configured accessibility setting automatically, no accessibility choice is made at capture time.
Steps:
1. Click your name in the top-right corner, select Options, then select the Integrator tab.
2. Select Email Integrations and scroll to the Email Capture card.
3. Click Manage Accessibility.
4. Under Sales Email Settings, open the Accessibility dropdown and choose Public (visible to all users) or Role Based (visible only to selected roles).
5. Click Save.
Managing Accessibility in Activity History
Accessibility is not fixed at the time an email is captured or uploaded. Any email already in a lead's Message History whether it arrived through Email Capture or through Email Uploader can have its accessibility changed later, for one email at a time or for several at once. The drawer and options are identical either way; only the selection step differs.
Result: The accessibility setting on the selected email or emails is updated immediately; an accessibility icon in Message History reflects the current setting on each.
Steps:
1. Open the lead record, go to Activity History, and select the Messages tab.
2. For a single email: click its three-dot ( ) menu and select Manage Accessibility.
3. For multiple emails: hover over each row to reveal a selection circle, select the circle for every email to update, then click Manage Accessibility in the action bar that appears above the list.
4. In the Manage Accessibility Settings drawer, open the Accessibility dropdown and choose Public to all Users, Private to me, or Role Based.
Conclusion
Applying accessibility to emails uploaded or captured in FranConnect is easy and helps keep your communications secure. By choosing who can view each email, you can protect sensitive information while keeping your team informed. We hope this guide has helped you set up and manage email accessibility. If you have any questions or need more help, please contact our customer support team