Overview of Wealthbox Email Sync

Wealthbox uses ActiveSync to connect with email accounts, meaning it does not independently store, archive, or import emails. When an email account is disconnected, removed, or deactivated, emails synced to Wealthbox from that account are no longer accessible. To ensure access to important email history, proactive measures must be taken before account deactivation.

Options for Preserving Email Access

To maintain access to emails associated with a leaving or removed employee in Wealthbox, consider the following approaches:

1. Link the Former User’s Email as a Secondary Email Account

You can add a former employee’s email as a secondary email account in Wealthbox. For this:

• Navigate to Settings > Email > Email Accounts from the Wealthbox profile of the user who will manage the former employee's emails.
• Authenticate the email account through the original email provider.
• Note that each additional synced email account incurs a monthly fee of $9.95.

This method mirrors the email communication into the current user’s Wealthbox profile, ensuring continuity.

2. Migrate the Email Account to an Active User

You can work with your email provider to migrate the former employee’s email data to another active email account. This could be:

• The email account of another staff member who will handle client communication.
• A new, dedicated account such as ArchivedUsers@[YourDomain].com.

Migrated emails can then sync with Wealthbox. Additionally, email forwarding can be configured to redirect future communications to an active account.

3. Use the BCC Email Dropbox Feature

To save specific client-related emails manually, forward them to the Wealthbox BCC Email Dropbox address. Once sent, these emails will automatically appear in the Activity Stream of the relevant contact record. This option works well for saving crucial records individually.

4. Create a Shared, Synced Email Account

If the former employee used a shared email account in Wealthbox, their emails can still be accessed under the Email tab of the relevant contact record, as long as the shared email is still synced. However, individually synced accounts will not retain visibility if they are disconnected.

Cost Implications

• Creating a new Wealthbox seat (e.g., labeled “Previous Employee”) incurs a full annual fee.
• Adding a secondary email account for sync incurs a $9.95/month fee (per additional account).
• Manually saving emails using the BCC feature does not incur extra costs but requires user effort.

FAQs

Can I import .pst files directly into Wealthbox?

No, Wealthbox does not support direct imports of email files such as .pst files. To access emails from these files, import them into an active email account with your email provider that syncs with Wealthbox.

What happens to emails when I deactivate a user account?

When a user is removed and their email sync is deactivated, all emails disappear from Wealthbox as it uses live sync and does not archive emails independently. To prevent losing access, use the methods outlined above before deactivating the account.

Is it possible to forward emails from a removed user’s address to an active account?

Yes, you can configure automatic email forwarding with your email provider to redirect emails from a former employee’s account to an active user. Wealthbox will sync these redirected emails if the receiving account is connected.