Are there any best practices for email integration?
Some of the things I’ve learned thus far in my testing:
Each Email Sync Requires its own database
Users have to setup their own email integration (and have creator access)
Admins/other creators can’t modify another user’s integration
Related entities require viewer access to view messages linked from other workspaces (or inbox in this case)
My use case was attempting to build a departmental shared inbox for a CRM application without utilizing a forwarding email address, since the automations enabled capturing the sender info is pretty powerful. I’m realizing I may need to rethink this approach & setup each user with their own inbox & enable all the other users to have viewer access to these workspaces, unless I can figure out how to duplicate entities into a master database. However, at scale, thing will get very cluttered with too many spaces unless I can hide by default certain ones with filters (i.e. still allow access, but hide the space from view).
Looking further into it, seems like the best practice will be each user with own inbox space & setup automation for duplicating message to shared departmental workspace.
Now I just need to learn how to duplicate an entity. But in my limited understanding of databases, my mind frowns upon storing information in 2 places.
Not quite true. Admins can always modify spaces/databases, no matter who created them. But setting up email syncing requires knowledge of the email account password (or the ability to generate an app password)
Anyway, some suggestions for things to consider:
use rules in your email server/client to copy emails to specific folders based on rules, and only sync these folders with Fibery (helps keep personal emails out of Fibery) OR use email server rules to forward emails to a specific email address, and only sync that account
use auto-relations to connect messages and contacts that have been synced via integration to other dbs in the workspace.
@Chr1sG there’s no way to add sync one’s entire email without other admins being able to access the resulting space, correct? I see your suggestions on only syncing specific folders or forwarding specific emails to other email addresses. However, it would be nice to have access to all my emails in Fibery (and no one else can access them), and then I can choose to use individual emails throughout Fibery (which would change just that emails access) without having to first think about which rule should be applied to them first.
We are looking at the email integration at the moment, but primarily in relation to syncing multiple accounts at once.
Until further notice, the only ‘solution’ is to limit the number of admin accounts as much as possible, and establish policies/practices for how and when an admin account can be used (possibly making them not directly related to a specific person’s use of Fibery, and only usable with certain limitations).