Emails you record against a location/Entity/Multi-unit in Information Manager, whether uploaded through the Email Uploader or brought in automatically through Email Capture, appear in that record’s Contact History. The Email View Based on Role capability lets you decide who can see each of those emails, so confidential communication stays private while still being logged against the record. You can keep an email visible only to yourself, open it to everyone with access to the record, or limit it to specific user roles. In this article, we’ll walk through how to set email visibility while uploading, how to configure it for captured emails, how multi-unit owners are handled using the Unit ID, and how to change visibility after an email is already logged.
Topics Covered
- Setting Email Accessibility During Manual Upload
- Uploading Emails in Bulk
- Configuring Email Capture Accessibility
- Mapping Multi-Unit Owner Emails Using the Unit ID
- Managing Accessibility After an Email Is Uploaded
Throughout these workflows, you’ll choose one of three accessibility levels from the Accessibility dropdown:
| Accessibility | Description |
| Private to me | The email is visible only to you, the user who uploaded it |
| Public to all users | The default; the email is visible to everyone who has access to the location, owner, or entity record |
| Role Based | The email is visible only to the user roles you select from a searchable, multi-select list. |
Note: The user who uploaded an email and the Corporate Administrator can always view it, regardless of the accessibility that is applied.
Setting Email Accessibility During Manual Upload
To upload an email manually,
Steps:
1. Click Info Manager on the left-hand sidebar, open the location you want, and select the Contact History tab. Under Activities, click Email Upload.
The Email Uploader opens and displays your mailbox with the Inbox and Sent Items tabs,
2. Select the emails you want using the checkboxes on the left, then click Upload.
3. A side drawer opens. Use the Accessibility dropdown to choose Accessibility. If you choose Role-Based, a searchable dropdown appears, search for and multi-select one or more roles. Click Upload to finish.
The email now appears in the location’s Contact History with an accessibility icon and column that reflects the visibility you set.
Next, let’s look at uploading several emails at once.
Uploading Emails in Bulk
To upload emails in bulk,
1. Click your username dropdown at the top-right of the page and go to Options › Integrator › Email Integration › Email Upload.
2. A bulk upload window opens; use Search and upload to find emails quickly.
By Default, accessibility is selected as "Public to all users", but you can change accessibility by clicking on the accessibility field
3. After selecting Relevant Accessibility, click Upload.
Note: The accessibility you choose here is applied to every email in the batch that you have selected
The emails appear in the Contact History of the associated locations with the accessibility you assigned.
Next, let’s configure accessibility for emails that are captured automatically.
Configuring Email Capture Accessibility
By default, every email brought in through Email Capture is marked Public to all users. If you want to restrict who can see captured emails, configure accessibility before capturing.
Steps:
1. Go to Options › Integrator › Email Integrations, find the Email Capture Accessibility section, and click Configure Accessibility.
2. Select the Information Manager Module as the configuration target, then choose Public to all users or Role-Based. For Role-Based, a searchable dropdown appears — select one or more roles. Click Save.
Note: The roles you select apply to the Location, Owner, and Entity records within Information Manager. If you do not configure anything, emails continue to be captured as Public to all users.
From now on, when a user captures an email through Gmail or Outlook, it is logged in the location’s Contact History and only users included in the configured accessibility can view it. All other users cannot see the email.
Next, let’s see how captured emails are routed for multi-unit owners.
Mapping Multi-Unit Owner Emails Using the Unit ID
Normally, Email Capture reads the sender’s email ID and assigns the email to the matching location. When an owner runs several units that share the same capture email configuration, this can route an email to the wrong location. To improve accuracy, the system can also read a configured Unit ID from the email subject. When a Unit ID is present, FranConnect uses both the email ID and the Unit ID to identify and assign the email to the correct location.
Note: Ask users to include the Unit ID in the subject line (for example, in brackets) so multi-unit emails are mapped correctly.
|
Example — Multi-unit owner, shared mailbox Owner Jane runs Locations 1001 and 1002, which share one capture email address. An email arrives with the subject “Renewal paperwork [1002].” Assigned to: Location 1002, the Unit ID in the subject matches, so the email is logged in this location’s Contact History. Not assigned to: Location 1001, the subject’s Unit ID points to 1002. |
Finally, let’s look at changing visibility after an email is already logged.
Managing Accessibility After an Email Is Uploaded
You can change the visibility of an email that has already been logged.
Steps:
1. Go to Info Manager > Select Store/location > Contact History for the location and scroll to the Message History tab. Each email shows a three-dot (⋮) menu, and the list includes an accessibility column.
2. Click the three dots (⋮) for the email and select Manage Accessibility.
3. A side drawer opens. Choose Private to me, Public to all users, or Role-Based (search and multi-select roles), then click Save.
4. To update several emails at once, select emails using their checkboxes. A Manage Accessibility option appears in the top action bar. Click it.
5. Choose the accessibility option (and roles, if Role-Based), and click Save to apply the change to every selected email.
Conclusion
Controlling email visibility in Information Manager helps you keep sensitive communication private while still logging it against the right location, owner, or entity. By choosing the appropriate accessibility level when you upload, configuring it for captured emails, and adjusting it afterward when needed and by using the Unit ID for multi-unit owners, you can keep your records both complete and secure. If you have any questions or need more help, please contact our customer support team.