Managing Inbox Access

Inbox access in Copera is controlled through a participant system. Only members who have been explicitly added to an inbox can see it in their sidebar and interact with its email conversations. This ensures that sensitive communications remain visible only to the people who need them.

Visibility Rules

note

Inbox channels only appear in the sidebar for members who have been assigned to that inbox. If a workspace member has not been added as a participant, the inbox is completely invisible to them.

This behavior is different from standard text channels, where members might browse available channels. Inboxes are private by default --- you must be invited to see one.

Workspace administrators have a special privilege: they can view and manage all inboxes in the workspace from Workspace Settings > Inbox, even if they are not a direct participant in a particular inbox.

Member Roles

Each inbox participant is assigned one of three roles:

Role	See Emails	Send/Reply	Manage Members	Manage Settings
Admin	Yes	Yes	Yes	Yes
Member	Yes	Yes	No	No
Viewer	Yes	No	No	No

• Admins have full control over the inbox, including adding and removing members, changing roles, and managing email addresses. Both workspace administrators and inbox admins can perform these actions.
• Members can read all email conversations and compose or reply to emails, but cannot change inbox settings or manage participants.
• Viewers have read-only access. They can see all conversations but cannot send, reply, or manage anything.

Adding Members

To add new members to an inbox:

1. Open the inbox channel by clicking on it in the sidebar.
2. Click the channel name or settings icon in the header to open the Channel Overview dialog.
3. Navigate to the Members tab.
4. Use the member selector to search for workspace members by name.
5. Select the members you want to add and assign a role to each.
6. Confirm the changes.

You can add both individual users and teams. When you add a team, all current members of that team gain access to the inbox.

Removing Members

To remove a member from an inbox:

1. Open the Channel Overview dialog for the inbox.
2. Go to the Members tab.
3. Find the member you want to remove.
4. Click the remove button next to their name.

Removed members will immediately lose access to the inbox, and the channel will disappear from their sidebar.

Changing a Member's Role

To change the role of an existing inbox member:

1. Open the Channel Overview dialog.
2. Go to the Members tab.
3. Find the member whose role you want to change.
4. Use the role dropdown next to their name to select the new role (Admin, Member, or Viewer).

Role changes take effect immediately.

Workspace Admin Oversight

Workspace administrators have elevated access to all inboxes:

• View all inboxes --- From Workspace Settings > Inbox, admins can see every inbox in the workspace, regardless of whether they are a participant.
• Manage any inbox --- Admins can open the settings for any inbox to add or remove members, change roles, or modify email addresses.
• Create and delete inboxes --- Only workspace administrators can create new inboxes or delete existing ones.

This ensures that organizational control is maintained even when specific inboxes are managed day-to-day by inbox admins or team leads.

Best Practices

• Keep membership intentional --- Only add members who need access to the inbox. This keeps email conversations focused and reduces noise.
• Use the Admin role sparingly --- Reserve the Admin role for team leads or managers who need to manage inbox settings. Most participants should be Members.
• Use teams for department inboxes --- If an entire department needs access to an inbox (e.g., [email protected]), add the team rather than individual users. New team members will automatically gain access.
• Review access periodically --- When team members change roles or leave projects, remove them from inboxes they no longer need.