What happens to emails when someone leaves the company?

Josh Monifi

Hello Community— question for you.

We are asking Users to turn on their Email Sync and Link emails to Deals. But what happens to this person's emails when they leave the company and IT eventually turns their email completely off? Would we lose that email history in Pipedrive, too?

Thanks!

Tony Xavier

Hello @Josh Monifi,

When deactivating a user, all the emails that were shared and linked to entities will remain in Pipedrive, along with all the shared email templates the user had. You can learn more about all the outcomes of data when you deactivate a user here.

I hope this helps! :)

Josh Monifi

Hi @Tony Xavier, that article is very helpful, thank you! We deactivate old Users.

I have one point I would like to clarify. When a User is deactivated, their:

• Email templates: still exist - check
• Emails actually Linked to Deals, Contact: still exist - check
• What about Shared Emails which are surfaced on the Contact and visible to all Pipedrive Users? They may not be linked, but they do show all emails between a User and a Contact. Would they stay? Even after the email account is removed from Microsoft?

Thank you!

Tony Xavier

Hi Josh,

If the email is visible inside a specific contact, it would mean the email is linked to the contact, and if it is shared, it will have the same logic for linked emails that are shared.

Josh Monifi

Thanks @Tony Xavier - do you know if the emails are still visible after someone leaves a company and their email is turned off in Microsoft? I am thinking no… they would disappear from Pipedrive. Can you confirm?

Helio

Hello @Josh Monifi

I hope you are doing well today!

If the email is linked to a deal, contact and/or organization and you have visibility over the email, then you will still be able to see the email once the other user gets deactivated/deleted :)