Confidential items and who sees what

Who sees an item

You see an item when you are part of it:

• you logged it, you hold it, or it is addressed to you or one of your teams;
• it was handed to you, or you handed it on, at any point.

On top of that:

• Mailroom: see all items shows every item that is not confidential in your locations (and the items for the whole company). Location rules are the ones set in Settings → Users.
• Mailroom: confidential items shows confidential items too, in your locations.

Administrators see everything.

Confidential items

Tick Confidential when you log an item, or later with … → Edit details (reception and people with Mailroom: confidential items). A confidential item:

• is seen only by the people who are part of it and those with Mailroom: confidential items;
• appears in notices and e-mails with its number only, never the sender or the subject;
• prints a label that shows "CONFIDENTIAL" and who it is for, not the subject.

Finding items

• Search (the magnifying glass, or Ctrl+K / ⌘K): type a number, tracking number, sender, recipient or subject. Choose Mailroom in the scope list to search only there.
• Scan: in the Mailroom, scan a label or a tracking number, or type it.
• Register: search and filter by kind, status and location.

All three show only the items you may see.

Reports

In the Reports app, the source Mailroom items answers questions such as "post received this month", "parcels waiting to be collected", "items per person" or "average hours until items are accepted". A report shows each person only the items they may see, also when someone shares it with them. A scheduled report is run with the access of the person who scheduled it, so think about who receives it.

Ask Rim

In the Mailroom, Rim answers questions like "where is the parcel from Island Supplies?", "what is waiting for me?" or "who has IN-0012?". Rim only reads: it never hands over, accepts, closes or logs anything, and it sees only the items you may see.