How to Configure Email Access for Different Users?

[marktuan]

Hi everyone, I’m new to EspoCRM and still getting familiar with the permissions system. I’m trying to understand the best way to configure email access for a small team.

I’d like users to see emails related to Leads and Accounts, while keeping unrelated personal emails private. Is this something that can be handled cleanly through Roles and the Email access levels, or is there another recommended setup?

Any advice or examples of how you have configured this would be appreciated.

[victor]

I’d like users to see emails related to Leads and Accounts, while keeping unrelated personal emails private

Please describe in more detail what result you are trying to achieve.

[eymen-elkum]

Hi,

In general, this can be handled mostly through Roles, access to a Lead or Account does not automatically give the user access to every email linked to that record.

For personal mailboxes:

- Set Email → Read to Own.
- Allow Personal Email Accounts only for users who need to import their mailbox into EspoCRM.
- Make sure each User record contains the user's actual email address. EspoCRM links an email to a user when that address appears in From, To or CC.

For a shared sales mailbox:

- Configure it as a Group Email Account.
- Assign it to the Sales team.
- Optionally use a Group Email Folder for correspondence that should be visible to the whole team.
- Use Team access where sharing is required, rather than Email → Read = All.

This keeps unrelated personal emails private while allowing the team to work with shared sales correspondence.

Are the Lead and Account emails currently coming from personal IMAP accounts, or from one shared sales mailbox? That detail determines the cleanest configuration.