SmartMail documentation
Step-by-step instructions for everything you do in SmartMail, from setup to daily use. You can search for what you need in the box on the left or browse the sections.
Administrator
Set up mailboxes, grant access, manage rules and security settings.
- Accessing SmartMail Management
- Monitoring the organization's status in the overview
- Opening a mailbox
- Managing the name, password, and quota of a mailbox
- Sending bulk email to a distribution list
- Disabling, deleting, and restoring a mailbox
- Assigning mailboxes to individuals and departments
- Editing mailbox permissions per person
- Viewing domains
- Changing organization settings
- Setting the quarantine confidence threshold
- Adding organization-specific instructions for the AI
- Blacklisting or whitelisting senders
- Setting up signatures for mailboxes
- Creating a distribution list
- Giving a person an AI allowance
- What happens when the AI allowance is used up
- Reviewing the audit log
- Connecting with an external email client (IMAP/SMTP)
- Screenshot protection in the mobile app
- Security audits performed on incoming emails
- Monitoring domain health (DMARC and TLS)
- Reading the capacity report
- View system emails
- Compliance and archive: legal hold, KVKK, retention report
- Tracking team performance
- Automatic assignment rules
- Grant Proxy
User
Daily usage: reading emails, writing emails, working with the team.
- Signing in to SmartMail
- Finding your way around the dashboard
- Filtering and grouping the email list
- Focused inbox
- Pinning an important email
- Changing your password
- Switching between multiple organizations
- Viewing and closing your open sessions
- Signing in to the phone with a QR code
- Reading the email and viewing the security result
- Preview and download attachments
- Translating an email into another language
- Composing a new email and adding a recipient
- Adding files and sending large files
- Write the email with AI
- Previewing the email before sending
- Schedule the email for a later time
- Working with drafts
- Reply to and forward the email
- Submit the email for approval
- Approve or request revisions to submitted email
- Leaving a team note on an email
- To draw a teammate's attention
- Setting a response time on an email
- View mail history
- Using the AI summary and attachment analysis
- Asking AI questions about an email
- Tagging mails
- Applying the same action to multiple mails
- Using notifications
- Reading the security badge and its report
- Reviewing and restoring an email in quarantine
- Quarantining a suspicious email
- Reading the AI usage counter
- Trash and restore
- Archiving mails
- Searching in mails
- Assigning an owner and status to an email (work tracking)
- Undo send
- To be reminded if no reply
- Bounce address warning
- Summarizing a long thread
- Understanding the fraud warning
- Obtaining an integrity certificate
- Using canned response templates
- Using the calendar
- Holiday mode (automatic reply)
- Secure send (password-protected link)
- Company card
- Working with keyboard shortcuts
- Setting notification sounds and desktop notifications
Mobile
SmartMail mobile app.
- Signing in to the app for the first time
- Signing in with a QR code
- Adding a second company account
- Switching between accounts and removing an account
- Understanding the Inbox
- Focused inbox in the mobile app
- Folders, action items and content type
- Selecting a mailbox
- Searching email, filtering unread and grouping conversations
- Pinning emails in the mobile app
- Performing actions on multiple emails
- Refreshing the list
- Read the email and understand the security result
- Sending a suspicious email to quarantine
- AI summary, header and attachment analysis
- Asking the AI questions about an email on mobile
- Leaving a note on an email, person or organization
- Viewing an email's history on mobile
- Setting a response date on an email
- Archive, delete, label and flag
- Email list actions in the mobile app
- Previewing the attachment
- Downloading and sharing the attachment
- Composing a new email
- Reply, reply all and forward
- Adding an attachment to the email
- Writing, continuing and translating with AI
- Request priority and read receipt
- Send preview and sending
- Send the email on a future date
- Drafts: saving, continuing and deleting
- Send the email for approval
- Approve or reject pending approval email
- Edit and resend the email needing revision
- Tracking approval status
- Notification permission and notification sound
- Notification center: reminders and alerts
- What happens when you tap a notification
- Using the home screen widget
- Choosing a light or dark theme
- Viewing storage status and syncing now
- Signing out and closing other sessions
- Maintenance work banner
- While the app is updating
- Company access disabled screen
- I can't sign in to the mobile app
- Notifications not arriving or sound not playing
- Attachment cannot be opened
- List not updating
- I cannot take a screenshot
- Work tracking: owner and status
- Potential phishing warning
- Summarizing the conversation
- Integrity certificate
- Bounce address warning in the mobile app
- If someone else is replying to the same email
- Undoing a send in the mobile app
- Setting a reminder if no reply arrives in the mobile app
- Domain health
- Mailbox capacity
- System emails
- Canned response templates in the mobile app
- Calendar in the mobile app
- Holiday mode in the mobile app
- Company card in the mobile app
- Secure sending in the mobile app
Troubleshooting
Common situations and their solutions.
- "This month's AI allowance has been used up" warning
- Storage is full, no new email is arriving
- "Storage measurement is currently missing" warning
- "SmartMail is currently under maintenance" warning
- "Your access is currently disabled" screen
- I can't log in
- Email could not be sent or delivered
- The recipient field appears empty or the address is red
- The email I sent for approval is not in the list
- A trusted email was quarantined
- Email display is broken or images are not loading
- Attachment won't open
- Notifications not arriving
- My domain is not in the list
- External email client cannot connect
- I can't see a mailbox
- AI feature is not working