How to assign users with Email Policies on Business Central

Introduction

This article guides authorized users in configuring Email Policies on Business Central to enable users to view email statuses. It covers the step-by-step process of assigning email policies to existing user accounts, ensuring proper access rights are granted for email visibility within the Business Central environment.

In this article:

• Select the appropriate company environment
• Access Email Policies configuration
• Assign Email Policies to users
• Configure email viewing permissions

Select the appropriate company environment

Log in to https://businesscentral.dynamics.com/ using your authorized credentials.

If your account has rights to manage different countries or company environments, you need to log in to the specified country environment. For example, if you need to perform changes in the UK company, then log in to the UK environment.

To select the appropriate company:

1. Click the Settings icon (gear icon) in the top navigation bar
2. Select My Settings from the dropdown menu
3. In the Company field, click the three dots (...) button
   
4. Choose the desired company from the list

If you only have access to a single company environment, skip this step and proceed to the next section.

Access Email Policies configuration

Once you are logged into the correct company environment, you need to navigate to the Email Policies configuration page.

In the search bar at the top of Business Central, type Email Policies and select the corresponding result from the search suggestions.

Assign Email Policies to users

To add new email policies to existing user accounts:

1. Click the New button in the toolbar
2. In the User ID field, click the dropdown arrow or start typing the user's account name
3. A list of available users will appear - select the desired user from the User Name list
4. If you cannot find the user immediately, click Select from full list at the bottom of the dropdown to view all available users

Configure email viewing permissions

After selecting the user, you need to configure their email viewing permissions:

1. In the Email View Policy column, click the dropdown menu for the selected user
2. Choose the appropriate permission level from the available options:
   • View own emails - User can only view their own email correspondence
   • View all emails - User can view all emails in the system
   • View if access to all related records - User can view emails if they have access to all related records
   • View if access to any related records - User can view emails if they have access to any related records
3. After selecting the desired permission level, save your changes by clicking outside the field or pressing Enter

The system will automatically save the configuration, and the user will immediately receive the assigned email viewing permissions.

Summary

This article explained how to assign Email Policies to users in Business Central, enabling authorized users to view email statuses. By following the steps to select the appropriate company environment, access the Email Policies configuration, assign policies to specific users, and configure viewing permissions, administrators can effectively manage email access rights within their Business Central environment.