Email Visibility in Contact Stream

[Stefan]

Hello,

could someone please explain to me how it’s determined whether emails appear in the contact stream or not?

I’ve noticed that – even when emails are correctly linked – they don’t always show up in the stream, even for me as an admin.

My assumption is that regular users only see emails from their assigned team. Is that correct?

I actually thought that as an admin, I would be able to see all emails in the contact stream, but that doesn’t seem to be the case in practice.

[Stefan]

Could someone please explain this to me?

I would like the e-mail history of Contacts to be visible to the assigned users/groups in the stream. But somehow this doesn't seem to work.

[yuri]

Stream notes about emails are visible to users who have access to referenced emails (via the users or teams links IIRC). A note is linked with users and teams separately (otherwise we would have a massive performance drop).

[Stefan]

Stream notes about emails are visible to users who have access to referenced emails (via the users or teams links IIRC). A note is linked with users and teams separately (otherwise we would have a massive performance drop).

Thanks for the answer yuri! As admin I have access to emails (on the Email page) which are not visible in the stream. Why is that? How can I change it?

For example (It is correctly related to a contact Jana XXX):



But I don't see this email in the stream.

[yuri]

Are those emails added in the stream of the Account related to the Contact?

[yuri]

If the parent of the email was modified after it was imported, the email won't appear in the stream of the new parent.

[Stefan]

If the parent of the email was modified after it was imported, the email won't appear in the stream of the new parent.

I see.

This means, for example, if the email has no parent when it is imported. And I assign a parent (Contact A) to the email afterwards. The email is not displayed in the stream of Contact A. Have I understood this correctly?

Is there a way to change this behavior? Or to somehow display these emails in the stream?

Or could we not somehow display all connected emails for a contact via the layout manager or similar? A relatsionship is apparently available.

[Stefan]

Is there a way to display these mails in the stream, i.e. to link them somehow, using a formula, workflow or hook?

I have managed to display all mails via Report Panel, but it would be much more practical if notes and e-mails were visible in one panel (stream) for the chronological sequence of activities.

[Stefan]

Sorry to push this topic up again, but for us it would be very important that all activities (Notes, emails) are visible chronologically in a field (stream?).

Is this possible by default or does it require custom coding?

[yuri]

It's possible to create a Workflow that will create a stream Note for an email if the parent is changed.

[yuri]

Renata is going to help with the workflow rule later.

[Stefan]

It's possible to create a Workflow that will create a stream Note for an email if the parent is changed.

Thank you yuri!

I have already tried a bit in the sandbox myself. What I see as a problem is that it is either only possible with new incoming mails, or I can probably also display old mails in the stream with a report, but then not in chronological order.

So if I want to note the email from last week in the stream, even if I change createdAt, it is displayed today. This is the formula I tried for testing purposes in the sandbox:

$noteId = record\create('Note',
  'parentType', 'Contact',
  'parentId', parentId,
  'post', "Test"
);

record\update(
  'Note', $noteId,
  "createdAt", "2025-05-04 12:00:00");

I just want to display all connected activities (emails, notes) in the stream in chronological order.

[lazovic]

Hi Stefan,

You can create the following workflow for the note about received email to appear after Contact parent changed for email:





Formula script:

createdById = 'system';
createdByName = 'System';

$emailId = workflow\targetEntity\attribute('id');
$emailName = workflow\targetEntity\attribute('name');

$parentId = workflow\targetEntity\attribute('parentId');
$parentName = workflow\targetEntity\attribute('parentName');

$data = object\create();

object\set($data, 'emailId', $emailId);
object\set($data, 'emailName', $emailName);
object\set($data, 'personEntityId', $parentId);
object\set($data, 'personEntityName', $parentName);
object\set($data, 'personEntityType', 'Contact');

data = $data;

Also, you can create the following workflow for the note about sent email to appear after Contact parent changed for email:




Formula script:

createdById = 'system';
createdByName = 'System';

$data = object\create();

$emailId = workflow\targetEntity\attribute('id');
$emailName = workflow\targetEntity\attribute('name');

object\set($data, 'emailId', $emailId);
object\set($data, 'emailName', $emailName);

data = $data;

I kindly ask you to note that it is not possible to change the createdAt field of notes.

[Stefan]

Thank you very much for the detailed answer lazovic !

Unfortunately, I don't think this is a solution to my problem, because it only affects new e-mails, correct?