Overview

The Email Sharing Policy controls how sent emails are shared among admin users within your portal. It determines whether emails sent through Vome are visible only to the admin who sent them, or to all admins on the account.

There are two policies you can choose from:

• Private: Each admin can only see the emails they personally sent. Other admins on the same account cannot see your sent emails, and you cannot see theirs.
• Shared: All admins on the account can see all emails sent by any admin through Vome. This includes emails visible in the central email inbox and emails listed on a user's profile.

1. What is the Email Sharing Policy?

The Email Sharing Policy determines who on your admin team can see emails sent through Vome. You can set it to Private, where each admin only sees the emails they sent, or Shared, where every admin can see all emails sent across the account.

2. What is the difference between Private and Shared?

• Private: Each admin sees only the emails they personally sent. Other admins cannot see your sent emails, and you cannot see theirs.
• Shared: All admins on the account can see every email sent by any admin, both in the central email inbox and on a user's profile.

3. Where do I find the Email Sharing Policy setting?

You can find it in the email view:

1. In the top navigation bar, click the email icon.
2. In the top right corner of the email view, click the action button (the three-dot menu).
3. Select either Private or Shared.

The change takes effect immediately and applies to your entire portal.

4. Who can change the Email Sharing Policy?

Any administrator with access to the email icon in the top navigation can change the policy. Because the change applies portal-wide to all admins on the account, it is not a personal setting.

5. Can other admins see the emails I send to users?

That depends on the policy. If the policy is set to Shared, other admins can see the emails you send. If it is set to Private, only you can see the emails you send.

6. Why can I see emails from other admins on a user's profile?

This happens when the policy is set to Shared. In Shared mode, the email history on a user's profile shows emails sent by all admins, giving you a complete record of communication with that user across your whole team.

7. How do I make my sent emails private to me?

Set the Email Sharing Policy to Private. Once Private is selected, each admin only sees the emails they personally sent, and other admins' sent emails are hidden. Keep in mind that this setting applies to the entire portal, not only to your own account.

8. Does changing the policy affect emails that were already sent?

Yes. The policy applies across the board. When you switch to Shared, previously sent emails become visible to all admins. When you switch to Private, each admin once again only sees the emails they personally sent.

9. Does the Email Sharing Policy apply to the whole portal or just to me?

It applies to the whole portal. Changing the policy affects every admin on the account, not only the person who makes the change.

10. When should we use each policy?

Shared is useful for teams who want full visibility into user communication, want to avoid duplicate outreach, and want to keep a complete communication history on each user's profile.

Private is useful for portals where admins handle separate caseloads and where email content is considered confidential between an individual admin and the user.