In Business Central, you control who can see emails sent from the system, both in the email outbox and in sent emails. You set this up under User Email Policies.
By default, a user can view an email if they have access to all the records connected to that email. You can change this so users only see their own emails, see all emails, or see an email if they have access to any related record rather than all of them.
When the User ID field is blank, the policy applies to all users. You can also create policies for individual users, so different users see different emails.
Controlling email visibility in Business Central
Business Central lets you control which users can see the emails sent from the system. This visibility covers both the email outbox and the sent emails. You manage it through the User Email Policies setup.
The default setting for viewing emails
As standard, a user is set up to view an email if they have access to all the related records. In practice this means that if you have access to view the data in the records connected to an email, you can see that email. If you do not have access to all those records, the email stays hidden from you.
The available email visibility options
You have several options for how broadly users can see emails:
- Users can see only their own emails.
- Users can see all emails.
- Users can view an email if they have access to any related record, rather than needing access to all related records connected to the email.
Applying policies to all users or specific users
The User ID field controls who a policy applies to. As long as the User ID is blank, the policy applies to all users. You can also set up a policy for specific users. For example, you can say that one particular user can only view their own emails. This lets you differentiate between users and decide exactly what each of them can see.
Q&A
Where do you configure who can see emails in Business Central?
You configure it under User Email Policies, which controls who can see emails in both the email outbox and the sent emails.
What is the default email visibility in Business Central?
By default, a user can view an email only if they have access to all the records connected to that email.
What email visibility options can you choose in Business Central?
You can let users see only their own emails, see all emails, or see an email if they have access to any related record instead of all related records.
How do you make an email policy apply to all users?
Leave the User ID field blank. The policy then applies to all users. To target specific users, enter their User ID.