Content of Group Inbox not visible for team members

[apfelbaum]

Hi there,
I hope I fit the required format for new posts, as I wrote this for the support portal but was informed, that I need to post to the forum.

We currently use some personal inboxes, for lead-devs (as they contain a ton of important client correspondence), for sales and consultants. They have also other mail in their inboxes, which is imported to the crm but no problem as long nobody besides themselves can access it. (besides IT who have database access if they really want to.)

We started to transform some processes as the teams kept growing and our sales/consulting switched to handle all (new) client communication with a central inbox, while having (old / ongoing) in their personal inboxes. I added said group inbox to the group inbox feature, assigned it to the consultant-team and it started pulling mails. As a admin I can see the mails. But the members of the consultant-team cannot see the mails. (check screenshots below)

I did a ton of testing and so far nailed it down to setting the permission in the row of "E-Mails" / column "Read" from Self to Team does the job. Now the users of the consulting team see the inbox and the mails inside. But if they click on emails "All", they can also see a ton of (personals) mails of their coworkers, which is really bad (and a data protection issue).

One solution would be to disable personal inboxes, but not a good solution from our perspective. All personal inboxes are attached to the users (user record contains email), group inbox is linked to the group but they all just can see the folder - no contents.

But the more wished solution is giving groups full read permission for their group inboxes while not having any access to someone elses inbox.

Any idea how to accomplish that?

[yuri]

Hi,

Currently, when an email falls to a group folder it receives only the group folder team(s) but it's not associated with all team members. It was planned to change it so that it is also associated with team members, and also unassociated when the email is moved out from the group folder.

As a current workaround, one can create a workflow rule that will relate the email with all team members when the Group Folder field is set.

[yuri]

In the Group Email Account that fetches emails and put them into the Group Email Folder, you can check "For all team users". Then, email will be associated with all members of the select group email account's Teams.