I’m trying to enforce privacy and consistency for Emails & Activities (E&A) in our CRM setup.
Goal: Keep payments-related emails/activities visible only to a small group. General users see contacts with E&A, excluding any payments-related activity. Sensitive users can see and manage payment emails/activities in the closed workspace/board.
Setup:
Workspace #1 (General): Contacts and general activities.
Workspace #2 (Sensitive): Payments and related activities, only specific users have access.
Questions:
Is there a way to lock an E&A filter globally (so users cannot edit/remove it)?
What’s the recommended pattern to keep payments-related E&A fully private?
What I tried: Creating a custom E&A activity type (“Payment”), but I can’t enforce a global filter that hides it for everyone outside the sensitive group.
Thanks for any clear guidance or best-practice architecture!
You can’t lock an E&A filter globally, so relying on filters for privacy won’t work.
The safest way is to control access through workspaces or boards. Keep all payment-related emails and activities only in the Sensitive workspace for the specific users who need them, and log general activities in the General workspace.
Using a custom activity type is fine for reporting, but it doesn’t hide data. Treat payments as a separate set of records and activities to keep things private and easy to manage.
Dr. Tanvi Sachar
Monday Certified Partner, Tuesday Wizard
The short answer is: No, there isn’t a native way to lock E&A filters globally. If a user has access to the board, they can typically view or toggle the activity filters.
To keep your payments data truly private, the best architecture is to keep the data physically separated across your two workspaces. However, the native “Mirror Column” won’t work here because it requires users to have access to both boards to see the data.
The Solution: You can use VLOOKUP Auto-Link by Jetpack to bridge this gap.
Unlike native mirrors, VLOOKUP “hard-syncs” data from your Sensitive Board (Workspace #2) into standard columns on your General Board (Workspace #1). This allows you to:
Keep the private email threads/activities strictly in the Sensitive Workspace.
Push only “safe” summary info (like Payment Status or Last Activity Date) to the General Workspace.
Ensure general users see the info they need without ever having access to the restricted board or the private E&A timeline.
It’s the most reliable way to maintain “need-to-know” privacy while keeping your CRM data consistent.
Hello @GaboVillegas There’s no native way to lock Emails & Activities filters globally. If a user can access the board, they can change or remove E&A filters, even in saved views.
For true privacy, payments-related emails and activities need to live on a separate, restricted board or workspace. Filters and custom E&A activity types like “Payment” help with organization, but they don’t enforce security.
Best practice pattern is physical separation. Keep all payment E&A in the sensitive workspace and only surface safe summary fields like payment status or last payment date to the general workspace. That way general users get visibility without access to private timelines.
Dr. Tanvi Sachar
Monday Certified Partner, Tuesday Wizard
If I create a separate private workspace for the sensitive items (like payments), then the Timeline / Emails & Activities from those items will not appear in the general workspace at all - even if:
the same Contact/entity exists in both workspaces, and
the same email address is linked in both places.
In other words: Does Monday fully isolate E&A visibility based on the board/workspace where the activity was logged, so users in the general workspace won’t see any of the payment-related emails or activities?
Yes. @_Aya Emails & Activities are fully isolated by item, board, and workspace permissions.
If payment activity is logged on a board in a private/restricted workspace, users without access to that workspace will not see those emails or activities anywhere — even if the same contact or email address exists on boards in the general workspace.
There’s no cross-workspace or email-based E&A visibility. Only explicitly shared summary data can be surfaced.