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Group Email Folders

Despite the rapid evolution of communication tools, email remains a cornerstone of business operations. Whether collaborating with internal teams or corresponding with customers and partners, managing email effectively is essential. Group Email Folders help streamline this process by allowing teams to work from shared folders within group email accounts.

Accessing Group Email Folders

To manage Group Email Folders:

  1. Navigate to Administration → Group Email Folders from the Menu Button.
  2. The Group Email Folder List View will display all available folders for review and configuration.
  3. From this view, you can create, modify, or delete folders as needed.

What Are Group Email Folders?

Group Email Folders are shared folders associated with Group Email Accounts and accessible by specified teams. These folders support collaboration by allowing multiple users to manage and organise emails in one central place.

They can be used in combination with Email Filters to automatically sort incoming messages into designated folders based on predefined rules.

Key Features

  • Team Access Control: Administrators can define which teams have access to each Group Email Folder. This ensures that only authorised users can view or manage specific folders.

  • Automatic Folder Assignment: Inbound emails received via a Group Email Account can be automatically placed into a specific Group Folder. Additionally, Email Filters linked to a Group Email Account can route matching emails into designated folders.

  • Shared Folder Collaboration: Users with access to a Group Email Folder can move emails they have edit permissions for into that folder. If a user does not have edit access to an email already in a Group Folder, they will not be able to move it elsewhere.

  • Folder Reassignment and Unlinking: If an email is moved out of a Group Folder into a personal folder or the Inbox, it will be unlinked from the original Group Folder. This can affect visibility for other team members.

  • Security and Permissions: Field-Level Security (configured via Roles) can be used to restrict the ability to change or reassign the Group Email Folder on an email record.

Group Email Folder Properties

Property Description
Name The display name of the Group Email Folder as it appears in the user interface.
Teams Specifies which teams are granted access to this folder.

Best Practices

  • Use clear and descriptive folder names that reflect their purpose (e.g., “Sales Inquiries”, “Support - Tier 1”, “Legal Approvals”).
  • Combine Group Email Folders with filters for auto-routing to reduce manual sorting.
  • Review and adjust team access as your organisation evolves.
  • Apply Field-Level Security to enforce appropriate restrictions on folder modifications.

See Also