External Connectors in Rooms

External connectors let your agency connect Evertel rooms to approved third-party systems (for example, records management, collaboration tools, or other operational platforms). If a connector is enabled in a room, supported content (including historical content) may be synced outside Evertel. You can always see which connectors are active in the room header and Room Settings. If you are unsure whether a room should be connected, contact your agency admin.

What is an external connector?

An external connector is an agency-configured integration that can exchange information between Evertel and a third-party system your agency uses. Connectors are enabled by your agency (and may vary by agency and connector type).

What happens when a connector is enabled in a room?

When an Executive enables a connector for a room, content from that room may be shared with the connected third-party system based on what that connector supports and how your agency has configured it.

This can include supported content such as:

• Messages and replies
• Files and media
• Shared EverDocs
• Room directories
• Other connector-supported data types (varies by connector)

Historical content: Enabling a connector may also share existing historical content in the room, for the content types supported by that connector.

Updates and retractions: Changes to supported content, including edits and retractions, may also be shared so the external system can stay in sync.

Who can enable connectors?

Only users with the Executive role can enable or disable connectors for a room.

How do I know if a room has connectors enabled?

Evertel makes connectors visible so room members understand when sharing is active:

• Room header indicators: Active connectors appear in the room header.
• Room Settings: You can view the list of enabled connectors in Room Settings.
• System message: When a connector is enabled or disabled, Evertel posts a system message in the room.
• In-room banner: The first time you enter a room with connectors enabled, you will see a banner reminding you that content may be shared externally.

If you are unsure why a connector is enabled in a room, contact your agency admin.

What happens to access control and auditing?

Evertel is built for CJIS-focused environments and maintains strong access control and audit logging within Evertel. External connectors are intended to support compliant operations by providing a way to integrate with systems your agency has approved.

When a connector shares content to a third-party system:

• Access and retention are controlled in the third-party system.
  Evertel cannot enforce who can see or retain that data once it is stored externally.
• Evertel continues to audit activity in Evertel.
  Your agency retains an auditable record of actions taken in Evertel (for example, what was posted, shared, edited, or retracted), according to your agency’s policies and configuration.

Because connector-shared content is stored and governed by the third-party system, your agency is responsible for ensuring that the external system’s access controls, retention policies, and administrative practices meet your CJIS and local policy requirements. If you have questions about whether a specific connector configuration aligns with your agency’s compliance posture, contact your agency admin.

If a connector is disabled, is the external data removed?

When a connector is disabled for a room:

• Evertel will request removal of the room’s connector-shared data from the third-party system.
• Removal behavior and timing depend on the connector and the third-party system.
  Some connectors may remove data shortly after a disable action, while others may retain it based on their own retention rules and configuration.

If your agency requires confirmation of removal or specific retention behavior, your agency admin can verify settings and retention controls in the third-party system.

Best practices for room members

If you are posting in a room with connectors enabled:

• Assume supported content may be shared externally according to connector behavior.
• If you are unsure whether certain information should be shared, pause and contact your agency admin before posting.
• Use the room header or Room Settings to confirm which connectors are active.

FAQ

Does every room have connectors enabled?
No. Connectors are enabled by your agency and typically activated only in specific rooms.

Will connectors always share the same types of content?
No. Connectors can work differently depending on the integration and your agency’s configuration. Evertel surfaces connector status in the room so members can make informed decisions.

I think a connector should not be enabled in this room. What should I do?
Contact your agency admin. Only Executives can change connector settings for rooms.