Emails recorded against a location, entity or multi-unit in Information Manager — whether uploaded through the Email Uploader or brought in automatically by Email Capture — appear in that record's Contact History. Email View Based on Role lets you decide who can see each one, so confidential communication stays private while still being logged against the record.
You need access to Information Manager and, for capture settings, to Options › Integrator › Email Integrations. Know which user roles should see restricted email before you start.
The three accessibility levels
| Accessibility | Who can see the email |
|---|---|
| Private to me | Only you, the user who uploaded it |
| Public to all users | The default — everyone with access to the location, owner or entity record |
| Role Based | Only the user roles you select from a searchable, multi-select list |
The user who uploaded an email and the Corporate Administrator can always view it, whatever accessibility is applied.
Step-by-Step Instructions
Follow these steps to control Email Visibility in Information Manager
Set accessibility during a manual upload
Open Info Manager on the left-hand sidebar, open the location you want, select the Contact History tab and click Email Upload under Activities.
The Email Uploader opens showing your mailbox with Inbox and Sent Items tabs. Select the emails using the checkboxes on the left, then click Upload.
Choose the accessibility and finish
A side drawer opens. Use the Accessibility dropdown to pick the level — for Role Based, search and multi-select one or more roles — then click Upload.
The email now appears in the location's Contact History with an accessibility icon and column reflecting the visibility you set.
Upload emails in bulk
Click your username dropdown at the top-right of the page and go to Options › Integrator › Email Integration › Email Upload.
A bulk upload window opens — use Search and upload to find emails quickly. Accessibility defaults to Public to all users; click the accessibility field to change it, then click Upload.
The accessibility you choose here is applied to every email in the batch you selected.
Configure accessibility for captured emails
By default every email brought in through Email Capture is marked Public to all users. To restrict who can see captured emails, configure accessibility before capturing: go to Options › Integrator › Email Integrations, find the Email Capture Accessibility section and click Configure Accessibility.
Select the Information Manager Module as the target, choose Public to all users or Role-Based (searching and multi-selecting roles), and click Save.
The roles you select apply to the Location, Owner and Entity records within Information Manager. If you configure nothing, emails continue to be captured as Public to all users. From then on, an email captured through Gmail or Outlook is logged in the location's Contact History and visible only to users covered by the configured accessibility.
Route multi-unit owner emails using the Unit ID
Email Capture normally reads the sender's email ID and assigns the email to the matching location. When an owner runs several units sharing one capture email configuration, that can route an email to the wrong location. The system can also read a configured Unit ID from the subject line — when one is present, FranConnect uses both the email ID and the Unit ID to assign the email.
| Scenario | 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. |
Ask users to include the Unit ID in the subject line — in brackets, for example — so multi-unit emails are mapped correctly.
Change accessibility after an email is logged
Go to Info Manager, select the store or location, open Contact History and scroll to the Message History tab. Each email shows a three-dot (⋮) menu, and the list includes an accessibility column.
Click the three dots for the email, select Manage Accessibility, choose Private to me, Public to all users or Role-Based, then click Save.
Update several emails at once
Select emails using their checkboxes — a Manage Accessibility option appears in the top action bar. Click it, choose the accessibility option (and roles, if Role-Based), and click Save to apply the change to every selected email.