Assign the mailbox to the right role
An employee can have several assigned email accounts and one default. Connecting Gmail, Outlook or IMAP to the workspace does not automatically assign every mailbox to every employee. Individual configuration determines who works with each account.
Under Edit profile → Email mailboxes, choose No access, Read only or Read and reply for each account. Making one the default does not itself grant access. Review both the selected accounts and access levels before saving.
Read, draft and send
Read access lets an employee work with authorised material. Distinguish drafting from sending in the brief: ‘Summarise this customer's emails and prepare a reply for review.’ Specify the mailbox when the role has several accounts.
Sending follows the action policy: Deny, Ask for my approval or Allow without asking. With approval, review the request, recipient and text before choosing Send or Do not send. A reply to an existing message retains its original account; review that context rather than assuming any default mailbox will be used.
Check the first workflow
- Select a known email and verify that the employee can read it with the intended access.
- Request a draft with tone, recipient and purpose instructions.
- Review names, figures, attachments and commitments before sending.
- Check the operation's result in the correct mailbox.
- When removing an account, also review tasks and routines that depended on it.