Share Private Mail context safely

Decide whether sharing is necessary

Before selecting Share with Work, ask:

1. Does the team need to act, or do they only need to know a private interaction occurred?
2. Can a CRM link or activity-only share meet the need?
3. Which team inbox has responsibility and appropriate membership?
4. Which single message, fact, summary, or outcome is necessary?
5. Does the source contain legal, HR, payment, authentication, or unrelated personal information that must remain private?

If no team action or legitimate context need exists, keep the thread private.

Understand the available sharing choices

CRM link

Associates the thread with a CRM record but shares no subject, participant, message, or attachment content

Activity only

Shares date, owner, channel, and contact context

Approved summary

Shares only the exact written context the owner approves

Delegate outcome

Creates team-visible work with an outcome title while the source email remains private

Selected messages snapshot

Shares only messages and attachments the owner explicitly selects

Move future replies to Work

Promotes the ongoing thread into a team-managed path using a verified team-inbox email identity

Share activity or a written summary

1. Open Inbox → Private Mail and select the thread.
2. Expand Share with Work.
3. Choose Activity only or Approved summary.
4. Select the destination Work inbox. Only members allowed to access that inbox can use the approved context.
5. For Approved summary, write the exact text the team may see; this field is required.
6. For Activity only, add a description only when it supplies necessary operating context.
7. Choose Share approved scope.
8. Open Privacy audit and verify the scope, destination, timestamp, and approved text.

Example summary: “Buyer asked for a revised implementation date. Nisha may contact the buyer after Operations confirms 18 August; no private thread content is shared.”

Delegate an outcome

Use Delegate outcome when the team must complete work but does not need the private source conversation.

1. Select the destination Work inbox.
2. Enter a specific outcome title, such as “Confirm implementation date with buyer.”
3. Write only the context required to execute and verify that outcome.
4. Share and confirm the team-visible work appears for the intended members.
5. Keep the original private thread private unless a later, separately approved need arises.

Share selected messages or attachments

1. Open Choose snapshot content.
2. Select individual messages required as evidence.
3. Review attachments under each selected message and include only necessary files.
4. Choose the CRM contact when the snapshot must attach to customer context.
5. Select the destination Work inbox.
6. Review every selected item again, then choose Share snapshot.

Selecting one message does not authorize adjacent messages. Treat an attachment as a separate disclosure decision.

Move future replies to Work

Promotion is appropriate when the ongoing relationship has become team-owned.

1. Share an approved scope or snapshot so the visibility state permits the transition.
2. Select the destination team inbox.
3. Choose that inbox's verified shared email identity.
4. Select Move future replies to Work.
5. Verify the conversation appears in Work with the intended team and sender.
6. Assign an owner and next action.

If no verified email identity is available for that inbox, connect and validate shared email first. Promotion is not a reason to send from an unverified or unrelated address.

Revoke eligible shared context

The Privacy audit offers Revoke team access for active Activity-only and Approved-summary shares. Provide an audit reason and confirm. The team and team AI lose access to that shared context, while the audit record remains.

Selected-message snapshots, delegated outcomes, and promoted Work threads are not simple reversible disclosures in the same way; their downstream work and audit consequences must be managed in Work. Decide carefully before sharing.

Verify who can use the context

Open the destination team inbox membership and confirm it matches the intended audience. Team AI receives only active owner-approved snapshots; revoking eligible context removes it from that allowed set. Managers or workspace search cannot retrieve other unshared Private Mail content.

If the wrong content was shared

1. Stop further sharing or promotion.
2. Revoke Activity or Approved summary immediately when the UI permits it and provide a truthful reason.
3. Notify the workspace privacy/security owner.
4. Identify destination inbox members and whether any outcome, reply, export, or attachment use occurred.
5. Preserve audit evidence; do not delete or rewrite history to conceal the mistake.
6. Follow the organization's privacy incident and customer-notification policy.

Measurable safety

Review number of shares by scope, shares without a defined outcome, revocations, promoted threads, and whether destination inbox membership remains appropriate. Fewer but more purposeful shares are usually healthier than broad visibility.