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Hello,
I am look for a way to separate internal emails with externals when they come into CRM. For Example, if it is an internal email it will show up on the internal tab in the Opportunity Entity and if it is an external email it will go in the external section in the Opportunity entity. Also, I would like to make the external only view-able to certain users. Is this possible ??
Thank you,
Joseph
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This is not actual security separation, but it might work for your needs. Otherwise, David's suggestions are correct.
Make two forms for Opportunity record. One with Internal and External email views, one with only Internal email view. Make two security roles (if you haven't already), one for each form. Then assign the proper security role to each form, and then assign the security roles to the users. One for Internal Only, one for Internal and External.
Hi Wayne,
This worked! Is there away for me to hide the external grid from some users (security role)?? I created two grids 1. internal and 2. external. They both have different tabs.
Thank you,
Joseph
For splitting the emails, you could possibly do this through Views, as a simpler, though less comprehensive option to David's suggestion.
Make an Internal Email View and make the filter criteria "From Contains yourdomain.com"
Make an External Email View and make the filter criteria "From Does Not Contain yourdomain.com"
Then add those Views to your Opportunity.
That's the easy part. For limiting views, David's right. There's no easy way to filter emails like you're asking, the security model of CRM isn't built that way.
Hi David,
Thank you for your comment and solution. Is there way to do this without custom code for the first part and second part?
Thank you,
Joseph
This isn't easy. For the internal and external views, you'll need to create an attribute on the email entity to flag if it's internal or external. Once you've done that, you can create a separate view for internal emails and external emails, and display each view in a different subgrid. The main effort will be in populating the attribute as by default, emails come into CRM in a closed state, and you can't update attributes on a closed record. There are 2 ways around this:
As for controlling access to the external emails, there is no easy secure way to do this. The main problem is that the permissions on activity records apply to all types of activity, so you're limited to what you can do. Some options to consider:
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