2-way Gmail Sync and Outlook sync: Allow us to exclude domains and contacts from syncing | Voters

2-way Gmail Sync and Outlook sync: Allow us to exclude domains and contacts from syncing

Yusuf Young

Email syncing is fantastic, but it's a big security risk for many companies who don't want to share

all

emails with

all

of their GHL users.

Sometimes, the company manager may communicate sensitive information to other employees internally, and if they are added as contacts, their internal emails sync to GHL and every user can see it.

Or, maybe the company CEO discusses some business sensitive information with external investors or other parties, and their emails should also not sync.

It should be possible to do the following two things to make the system more secure:

Add a "block list", so that some specific email addresses or entire domains don't sync. (So that for example if a company manager discusses sensitive information with for example a partner company, emails sent to and from that partner company don't sync, even if they are added to the system as contacts.)
Remove already synced emailis from the system (so that if some sensitive information has synced, it can be removed).

October 25, 2023

Luke Joshua

Core Platform can you please update us as this still hasn't been done!

Katie Cleary

Is this being planned? it's WILD that this is not an option!

Syed IFG

Has this been implemented?  Core Platform
We are encountering a critical issue where admin and owner emails are being synced from Outlook into GHL. Some of these emails contain highly confidential information, which poses a significant security risk to our organization.
Given the sensitivity of this matter, we are currently engaged in intense discussions about whether to discontinue using GHL and explore alternative CRM tools.
Your prompt response to address and resolve this issue would be greatly appreciated. We are looking forward to your guidance on how to mitigate this risk effectively.
Thank you for your attention to this matter.

JP Hogbin

I thought this was already added for email addresses on the same organisational domain

Katie Cleary

JP Hogbin it seems like that should be the case! Unless a lead/contact was also a part of that email thread, it seems emails between users, regardless of whether a contact exists with their email address, should be excluded.

JP Hogbin

Katie Cleary I think the issue arises when new accounts are testing and another person in the organisation becomes a contact (but not a user). From then on the emails are synced.... something to make users aware of to avoid sensitive emails being seen by other users that should not be seeing them.

Katie Cleary

JP Hogbin Thanks for that info! Are you saying that, as long as we create user accounts for these email addresses BEFORE they are made into contacts, that this should prevent it from happeneing?
Also, once it does happen, that there is no way to undo it?
Would it make sense to create a snapshot and start over (would that resolve the problem?)

JP Hogbin

Katie Cleary not sure. Just noticed in a sub account that there were emails between the business owner and a staff member being synced. The staff member was not a user so assumed at some point the staff member had been used as part of initlal testing when the business owner started on the platform.

There is an argument for the majority of time wanting to exclude same domain emails from syncing, but would need to make sure new users understood this before they started testing the platform internally... then there might be some edge cases where maybe it is being used for some kind of internal organisational support system where they want emails syncing.

Samantha Neal

Have been having this same issue for the past year - constantly creates a panic in our management team communications when we realize that all our employees can view sensitive emails from us so easily

Katie Cleary

Samantha Neal Same!

Jackie Sindall

This is exactly our issue too. We simply want 1. the option to select which emails are saved to High Level and 2. for users not to be able to see every incoming/outgoing email in 'Conversations.'

Katie Cleary

Jackie Sindall agreed!

Shane Veldhuizen

This increasingly becoming a problem as the agency owner as emails that I wouldn't want to sync with certain client sub accounts are popping up because an email that has reached out to me about something happens to be in their contact list.

Yusuf Young

Shane Veldhuizen based on your message, if I understand your concern correctly, you are saying that emails sent to you are syncing into the sub accounts?
This happens because you have added yourself as a user
 in those sub accounts.
As an agency owner, you don't need to be a user in those sub accounts and you shouldn't be. Because you are an agency owner, you can still switch to those sub accounts even without being a user. If you remove yourself as user in those, your emails won't sync into those accounts.

Shane Veldhuizen

Yusuf Young This is helpful, thank you. What about agency admins? Does the same apply to them?

Yusuf Young

not sure what you mean by that but simply put you don't need to be a user in those accounts if you are an agency. if you are not a user in those accounts, emails won't sync to them.

Katie Cleary

Yusuf Young Thanks for the clarification. What about an agency owner who IS a user in a sub-account, though? The agency owner needs to have his email and calendar integrated for booking pages and automations. what is the recommended workaround?

Yusuf Young

Katie Cleary You should only be a user in a sub account if you want to work in that sub account as an "employee" of that company. And if you are, then I believe emails will sync. Probably best to ask GHL support for more info about this.

Jared Auld

It would be helpful to have an option that prevents non-contacts in GHL from being automatically added via two-way sync when sending emails to them.

Steve Kessler

I agree - this should be possible even for quantity - being able to exclude emails to and from teammates that are not sales calls.

Susmitha Damarla

Merged in a post:

Two way sync for one user only (not all user see emails coming in)

Gianluca Amato

Hello, there's an issue we are facing where one user with enable two way sync but all incoming emails show up in conversations for all users? Any way you can fix this issue where each user sees their incoming messages not all users in that same sub-account? Thank you.

June 19, 2024

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