Who can see activities
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Before you write something sensitive — a price, a complaint, a staff matter — check who will read it. Who can see an activity depends on where it is posted.
How it fits together
Section titled “How it fits together”| Where the activity is | Who can see it |
|---|---|
| On a record | Everyone who can see that record, plus the people involved, plus the managers of its writer and assignee |
| In a members-only space | The space’s members, and the people involved. Someone with Manage others’ activities must join the space to read it. |
| In a company-wide space | Everyone whose role has View on Activities |
| On no record and in no space | The people involved, and the managers of its writer and assignee |
An activity is on no record when it was created from New task on My work or from the calendar and nothing was linked with #.
The people involved are the writer, the assignee of a task, the organiser and the attendees of an event, and every colleague mentioned with @. Someone who only replied or follows the activity is not involved. The managers are those above the writer or assignee in the reporting line; this applies while Grant Access Using Hierarchies is on for Activity in the sharing settings, which it is unless an administrator has turned it off.
Who can see a record depends on their role and your company’s sharing settings — see Ownership and visibility. Your role’s Activities row must also allow at least View.
How it works
Section titled “How it works”- Who can see this, on an activity, lists the reasons someone can read it. Each person involved is named with their part — author, assignee, organiser, attending or mentioned — and a space is listed as Members of its name, or Everyone in the company. A record is listed as Anyone who can see its name, and records you cannot see are counted as Anyone who can see 2 record(s) you cannot see. Managers of a colleague appears while manager access is on. In a members-only space the list begins with a line saying that only its members and the people named below can read it, and that linked records give nobody else access.
- When you mention a colleague who cannot see a record you linked with #, easySales warns you and names them before you post. The mention reaches them; the linked record stays closed to them.
- A reply or edit that adds a mention or a link widens who can read the whole thread, earlier replies included, and easySales says so before you send it.
- Moving an activity into a space, or out of one, changes who can see it. easySales shows who gains and who loses access before you confirm — see Spaces.
Good to know
Section titled “Good to know”- A record’s visibility can change after you post: a new owner, a sharing change or a new role changes who can read its activities too.
- An event in a members-only space never appears on a non-member’s calendar, not even as Busy.
Common misunderstandings
Section titled “Common misunderstandings”- Being an administrator does not open a members-only space. Administrators, and anyone with Manage others’ activities, join like anyone else, and the space shows that they joined.
- A mention does not open the linked records to the person you mention.
Why it works this way
Section titled “Why it works this way”The record decides, so there is nothing extra to manage. An activity follows the record it is about. When an account changes owner or a colleague changes role, who can read its notes changes with it, and nobody has to update a second list.
Members-only means members only. A space for a staff matter or a confidential tender is no use if an administrator can read it unseen. Anyone who joins to read it is shown joining, so access is open and accountable.
A mention shares the conversation, not the customer. You can bring in a colleague from another team to answer one question without giving them the customer’s records. They read the thread; the records stay as their role allows.
Your manager sees what your team posts. With reporting lines set, a sales manager can follow the team’s customer work and step in when a customer is unhappy, without being added to every record.
Work faster
Section titled “Work faster”- Check before you post. Open Who can see this on an earlier activity on the same record; a new one on that record also reaches Anyone who can see that record, plus the people involved in it.
- Move a sensitive thread. Move to space in the activity’s ··· menu moves it into a members-only space and shows who loses access first. See Manage a space.
- Keep staff matters off customer records. Post them in a members-only space from the start, so nobody who can see the customer reads them.
- Set up reporting lines once. Managers see their team’s activities through the reporting line; see Sharing and teams.
Examples
Section titled “Examples”Checking before a sensitive note. Mei Tan wants to note a payment dispute on Harbour Café’s invoice INV-10000412. Before posting she opens Who can see this on an earlier note there; beside the people involved in that note, it lists Anyone who can see INV-10000412. The dispute is fine for everyone who handles the invoice, so she posts the note on the invoice and mentions Priya Nair.
Moving a negotiation out of view. Daniel Lim, who owns Lim & Co, posted a thread on Harbour Café’s account about the discount he might allow on a SGD 12,000.00 refit. He decides only the partners should read it. He selects Move to space, chooses the members-only space “Pricing review”, and easySales lists Anyone who can see Harbour Café under “These will no longer see it:”. He confirms; the thread stays linked to the account, but only the space’s members and the people named in it can read it.
Common questions
Section titled “Common questions”- Can my manager see my notes and tasks? Yes, while Grant Access Using Hierarchies is on for Activity: the people above you in the reporting line see the activities you write or are assigned, except in members-only spaces they have not joined.
- If I mention someone in a reply, can they read the earlier replies? Yes. A mention lets them read the whole thread, and easySales warns you before you send it.
- Who can see a task I created on My work? The people involved — you, its assignee and anyone you mention — and the managers of you and its assignee. Link a customer with # to share it with everyone who can see that customer.
- Why can’t a colleague see an activity I posted on a customer? They cannot see that customer record, their role has No access on Activities, or the activity is in a members-only space they have not joined. Who can see this shows who can.
- Does linking a record let more people read my activity? Yes. Outside a members-only space, everyone who can see a record you link with # can read the whole thread.