Each user has the ability to keep emails private in the activity timeline and select to only publish those that the whole team needs to see. This doesn't affect the interactions counts, as Private emails will still be recorded as Activities.
There are two different sections in FreeAgent CRM where you can make your emails private or public and in this tutorial, we will cover both of them.
To get started, search for 'Preferences' or click on Settings to display the available options and then click on 'Preferences'.
By default, the email visibility configuration is 'Public' however you have the option to set it to 'Private'. If set to 'Public' everyone in your organization will be able to see the emails you send and receive in FreeAgent CRM. If you change the setting to 'Private' then the emails you send and receive from that point forward will only be visible to you.
Click the 'Save' button located in the top right corner once you have selected your email visibility preference. A success message will appear in the top right corner indicating that the change was saved correctly.
Public/Private Emails in the Activity Timeline
It is possible to change the visibility configuration for each of the emails you have sent and received within FreeAgent CRM. All you have to do go to the Activity timeline of your contacts app, select the desired contact, hover over the email you want to make public/private.
There you will see a lock icon that will indicate if the email is public or private. Public emails will show the 'open lock' icon when you hover over them and the email icon will appear as normal. Private emails will have the 'closed lock' icon when you hover over them and will display a small 'lock' icon.
To change the visibility of the email, just click on the 'lock' icon.
Well done! Now you can change the visibility of your emails so that you keep those important for your team public, and those meant for your eyes only private.
If the 'Track Email' checkbox was enabled when the email was sent, it will be tracked in the Email Analytics, however, the information shown in the list for that email is going to be limited. It will basically record the activity and will show if the email was opener or not, but the 'Body' of the email will appear empty as it is 'Private' information.