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Mark an Email as Private

Objective

To mark an email as private so that only users with 'Admin' permissions or those listed on the email can view the email.

Background

The Project level Emails tool provides user's with 'Admin' level permission or higher with the ability to mark email messages as Public or Private. In addition, if you are user with 'Admin' level permission to the Emails tool, you also have the ability to define whether all emails are public or private. See Configure the Email Tool's Settings

Things to Consider

  • Required User Permission:
    • 'Admin' on the project's Emails tool.
  • Additional Information:
    • Public. The email message is visible to any user who has 'Read Only' access permission or higher on the project's Emails tool. 
    • Private. The email message is only visible to email recipients and users with 'Admin' level permission on the project's Emails tool.
      Important
      • If a user with 'Admin' level permission to the project's Emails tool has created a 'Default Distribution' list (see Configure Advanced Settings: Emails), members of the default distribution list will receive ALL emails that have either been created in or sent from the Emails tool. Members will also receive all messages sent to the Emails tool via the inbound email address. This includes emails that have been marked 'Private'.

Steps

Choose the desired task: 

Mark an Email as Private

When an email is marked public, you can change the setting to private. 

  1. Navigate to the project's Emails tool.
    This reveals the Emails-Inbox page. 
  2. Highlight the desired email message in the left pane.  
  3. Below the message's Subject line, click Make Private.
    Important! 
    • If a user with 'Admin' level permission to the project's Emails tool has created a 'Default Distribution' list (see Configure Advanced Settings: Emails), members of the default distribution list will receive ALL emails that have either been created in or sent from the Emails tool. Members will also receive all messages sent to the Emails tool via the inbound email address. This includes emails that have been marked 'Private'.




      The system applies a lock icon to the message in the left pane of the Emails-Inbox page as shown below. 

Mark an Email as Public

When an email is marked private, you can change the setting to public. 

  1. Navigate to the project's Emails tool.
    This reveals the Emails-Inbox page. 
  2. Highlight the desired email message in the left pane.  
  3. Below the message's Subject line, click Make Public.



    The system removes the lock icon from the message in the left pane of the Emails-Inbox page as shown below. 

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Last modified
15:43, 24 Jan 2017

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