Requirements: Set up of Privacy Controls requires Administrator rights.
Initially each user that connects to Ebsta is assigned to an Ebsta Team based on their Salesforce Profile. The privacy of the information shared through Ebsta is determined by Teams. Privacy Controls set the permissions for information sharing within and across Teams. Teams can have visibility of information from just their own mailbox, from the mailboxes of their team or multiple teams.
A typical configuration would share emails across multiple collaborative teams of peers such as sales and customer success whist delivering contact sharing across the organisation. At the same time c-level resources would have visibility of emails from all teams without sharing their emails with subordinates.
Set up Privacy Controls
1. Open up the Ebsta Console by clicking on the following link and sign in with your Salesforce credentials:
2. Click Settings in the top right-hand corner and select Privacy Control.
3. The first column lists each of the Ebsta Teams. The next two columns denote which Activities/Opportunities and which Contacts the users within each Team have visibility of. The final two columns displays whether the Teams have access to additional privacy controls and whether or not the email body is displayed in the Ebsta window.
Note: Initially users are assigned to an Ebsta Team based on their Salesforce Profile but they can be reassigned to other Teams. To learn more about this, please refer to this article:
Managing Teams: An Administrator Guide
4. Select which Activities/Opportunities users within each Team will have visibility of by checking or unchecking the boxes next to each Team.
For example, I want the Standard User Team to be able to view all Activities and Opportunities except those of the System Administrator Team. Therefore, in the Can View Activities/Opportunities of column I have unchecked the System Administrator box against the Standard User Team.
5. Now select which Contacts users within each Team will have visibility of by checking or unchecking the boxes next to each Team. For example, I want the Standard User Team to be able to view Contacts of all Teams. Therefore, in the Can View Contacts from column I have checked the box next to Teams which automatically checks every box next to all Teams in the list.
Now I can see that the Standard User Team has visibility of Activities and Opportunities of 16 Teams and visibility of Contacts of all Teams.
6. You now have the option of giving Teams access to additional privacy controls. In the Can Manage Privacy Controls column, use the toggle button to enable or disable the additional privacy controls for each Team.
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Privacy controls are enabled |
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Privacy controls are disabled |
In the example below, the additional privacy controls have been disabled for the Standard User Team.
To learn more about the additional privacy controls, please refer to the following article:
Overview of Ebsta in Salesforce
7. Lastly, you have the option of giving Teams visibility of the email body within the Ebsta window. Use the toggle button to enable or disable this function.
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Email body will be visible in Ebsta |
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Email body will not be visible in Ebsta |