1. Introduction
2. Allow Users to Delete Shared Emails (Remove Them from the Label)
3. Allow Users to Add Emails to the Shared Label
4. Allow Users to Rename, Delete, or Create Sub-labels
5. Users Who Will Get a Copy of Shared Emails into Their Inbox
6. If an email is deleted (moved to trash), we will only remove its label instead of moving it to the trash.

Introduction

By default, label-sharing members can delete emails from shared labels, but you can restrict this for some users. Also, you can specify which members can add emails to shared labels to keep things organized, especially for high-priority tasks or client communications. Similarly, the creation, renaming, or deletion of sub-labels can be restricted to certain members based on their roles, like managers or assistants. Additionally, you can specify which users will receive notifications about new shared emails (get them in their inbox): this is important for workflow efficiency, with some needing immediate updates while others may only need periodic access.

Allow users to delete shared emails (remove them from the label)

The users will have permission to delete emails from the shared label. For example, if you share a label with an assistant to process emails, you might want to restrict their ability to remove messages from the label. Similarly, if you’re using label sharing for task assignments within your team, you may want only the manager to have the authority to delete emails assigned to team members.

Allow users to add emails to the shared label

You may want to restrict the ability to add emails to the shared label to specific users to maintain organization, control workflow, and avoid confusion. For instance, if the shared label is used to manage high-priority tasks or client communications, limiting this permission ensures that only designated team members can add relevant emails, preventing clutter and miscommunication. Or if you use label sharing to manage sales leads, you might want to allow only sales managers or specific team members to add emails to the shared label to ensure that only qualified leads are included.

Allow users to rename, delete or create sub-labels

If you use label sharing to manage projects, each sub-label might represent a project. Therefore, it can be beneficial to designate just one person with the authority to add or remove projects. This could be a manager or an assistant, depending on your organizational structure. For instance, in a law firm, it’s advisable to assign one person to manage cases by adding new ones or archiving old ones.

Users who will get a copy of shared emails into their inbox

When sharing labels, it’s important to decide which users will receive notifications for new emails added to the label. Some team members may prefer to be immediately notified when a new email arrives in the shared label, while others may only need access when searching for specific information. For example, team members actively working on a project often need to stay up-to-date with any new developments, so receiving notifications for new emails is essential. On the other hand, managers or assistants might not need real-time updates for every new email.

If an email is deleted (moved to trash), we will only remove its label instead of moving it to the trash.

When a Gmail email is deleted or moved to the trash by one user, it will only be unlabeled for other users.

Only the user who deletes it will see it in their trash. However, for other users who have access to the same email, it will not be deleted. Instead, the email will remain in their Gmail account, but the shared label associated with the email will be removed. This means only the user who deleted it will see the email in their trash, while others will not see it inside the label, but the email itself remains accessible to them.