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

Danielle Mears

This is a huge security risk for our company! As the owner of our business, I have had to remove myself from all communications in the CRM becuase all employees have access to my emails, which often contain very sensitive information. Please change update this ASAP!

Ian Markram

Can’t believe no one else is worried about this.’

Emma Sansom

This!!! 
I have been trying so hard to try and get this sorted, it should just be an option - I've added a new ticket to say people should be able to have their 2 way on for everything started in HL, but be able to toggle it off for anything outside HL unless they use that little code snippet on BCC to sync it out of choice!! Too many personal exhanges are coming into threads that don;t need to, and using the 'assigned contacts only' feature just makes more mess and work for people than just giving them an option. 
Sync ALL or Sync started in HL only. A simple toggle would solve this! 
Feel free to vote on mine too, it might help it happen...
https://ideas.gohighlevel.com/ad-reporting-and-attribution/p/2-way-two-way-email-sync-should-have-an-option-to-sync-all-emails-or-just-sync-t

Stephen Sciacchitano

This is the #1 reason our administration (mostly head of IT) is resisting converting platforms to HL. Definitely need this capability ASAP!

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!

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