personal email of users are displayed in Send from

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  • Tao-Lee
    Junior Member
    • Sep 2023
    • 6

    personal email of users are displayed in Send from

    Hi all,

    I have the latest version(Current version: 9.0.4) of EspoCRM running for a couple of months on Proxmox in a LXC container running on Debian 12.
    There are 2 email accounts that I have added moths ago.
    1 for system messages etc and 1 for incoming mails.
    The incoming mail account I configured as a group email account and that works.

    A user complained today that that the emails that are send from Espo are not being received.
    I found out that her personal email address that is on here user profile in Espo is listed as first one at the "Send from*" part when replying on a mail or creating a new mail.
    So without looking the user sends mails but that would not work as there is no imap and smtp configured for the private email.

    How can I prevent that the personal email address are displayed in the send email part or replying emails?

    With kind regards,

    Charles
  • Ashif Malayil
    Senior Member
    • Dec 2023
    • 197

    #2
    Hi Tao-Lee ,

    Could you please share a screenshot of the issue? Based on my understanding, this might be happening because the user is an admin. I've noticed that for admin users, their email addresses appear in the 'Send From' field when composing an email. Let me know your insights.

    Comment

    • Tao-Lee
      Junior Member
      • Sep 2023
      • 6

      #3
      Hi Ashif Malayil ,
      Sure I can!

      To add some context to the screenshots, linda@gmail.com is the users personal email address. Her email address that is in her profile is displayed at the mail part.
      The main email account is bewonerscommissie@something.nl
      For system messages I use the portaal@something.nl
      This happens with all users.
      I logged in as different users and all of them have there private email address in the: send to* part of sending of replying of a email.

      On screenshot Example-2.jpg is the users profile page.

      What you describe is I think what I have but I have filled nothing at the email part of the admin profile.
      Attached Files

      Comment

      • victor
        Active Community Member
        • Aug 2022
        • 848

        #4
        Tao-Lee,

        An identical topic has already been discussed on the forum: https://forum.espocrm.com/forum/gene...-default-email.

        Comment

        • Tao-Lee
          Junior Member
          • Sep 2023
          • 6

          #5
          Hi victor,
          Thank you for bringing that post to my attention but that seems not to work.
          I just figured it out.

          If I go to: Admin >>> Outbound Emails
          There I deselected: is shared.

          Click image for larger version

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          After I have done that and saved, I only see 1 email address and that is the correct one!

          Before I figured it out, I tried to solve it at the permission part of: Admin >>> Roles

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          I disabled Personal Email Accounts​ but I still see the private emails.

          I also tried to look at relationship under entity manager: Admin >>> Entity Manager >>> Email >>> Relationships

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          Unfortunately, there is no option to unlink the relationship with the private mail part.
          That could be also a option (if that would work).

          Comment

          • victor
            Active Community Member
            • Aug 2022
            • 848

            #6
            If a UserA has user@email in his profile, then it is logical that when creating an email, user@email will be automatically added to the "From" field.
            If you do not have a Personal Email Account configured for user@email, then simply remove user@email from the User's profile. And then when the User creates an email, the Group Email Account will be added to the "From" field (if Administration > Group Email Accounts > user@email > Is Shared is checked).
            Last edited by victor; 03-11-2025, 01:07 AM.

            Comment

            • Tao-Lee
              Junior Member
              • Sep 2023
              • 6

              #7
              For me that is not so logical, my expectation would be that the email address in a users profile is only for system messages and email recovery.
              I also don't get an error in Espo when sending with private mail accidentally, maybe if I look at the logs on the server I could see that the email was not send.
              I have not seen that logic in other CRM. I don't know all open source CRM but so far I have seen in like Vtiger, SuiteCRM, etc. it approaches different. What I do see is that it has on the user profile to add private email but that is separate/beside the email of the user. I love Espo, I think it is one of the stablest open source CRM out now but hopefully in the future this would be something to consider to do different.

              Comment

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