Leaving a team note on the mail
- Open the mail and click the Notes tab on the far right.
- Select the note's scope: This email, This person or This organization.
- Write your note and click Save.
Team collaboration
Teamwork in a shared mailbox
Work together without forwarding the email or switching to a separate messaging tool.
smartmail.com.tr/demo
Internal note
Note not sent to the recipient
The note stays next to the email; teammates who see the mailbox can see it.
- Scope: this email, this person or this organization
- Author and time are visible
- Inform your friend with Highlighting
History
Who did what in a single table
Viewing, labelling and notes are collected in a single activity log.
- The question “Has this been looked at?” disappears
- Tab badges: how many notes, how many events
Conversation
Incoming and outgoing in the same thread
Emails for the same job are grouped on a single line; when opened, they are read in order.
- Sent items on the same screen
- Labels and multi-select
- Day-by-day list
smartmail.com.tr/demo
Owner and status
Whose task is the incoming email, and at what stage?
Assigned with a single selection on the owner reading screen.
- Automatic assignment rules
- Duplicate reply warning for the same email
- Team performance report for the last 30 days
The team's little helpers
Highlighting
Without forwarding the email, a notification goes to your colleague with an optional note.
Response time
A reminder one hour before expiry to everyone who can see the mailbox.
Canned responses
One-click template with variables such as {ad}, {konu} and {tarih}.
Company card
All correspondence with a company at a glance: incoming and outgoing counts.
Calendar
Response times, follow-ups and meetings in a single calendar.
Holiday mode
Automatic reply by date range; starts at the start and stops at the end.
SmartFiles
File exchange with SmartFiles
In organizations using SmartFiles, an email attachment is saved to SmartFiles with one click; the person selects the target and optionally the folder from the areas with writing permission, and if an area is specified by the administrator, it is pre-selected.
How to do it
Step by step
Setting a response time for the mail
- Open the mail and click the Set response time button at the top.
- In the Set deadline for reply window, select the date and time. The time must be in the future.
- If you also want to see the deadline in your calendar, select Add to calendar too; it is off by default.
- Click Save.
Guides
Read the subject in depth
How is response time to customer emails shortened?
Response time to customer emails is shortened by assigning each email a visible owner and a deadline
How is work divided in a shared email mailbox?
Work division in a shared email mailbox is done by handing the email over to the relevant person without forwarding it outside the mailbox
FAQs
Can you see afterwards who did what?
Yes, from two places. The per-email activity log shows who read, labelled, added a note to and replied to it and when. The audit log on the admin side, on the other hand, records operations such as opening a mailbox, granting access, changing settings and sending for approval with the actor, time and IP address. Approval decisions are also written to the request's history with their date and time.
Continue
Other sides of SmartMail
Shared mailboxes
Manage shared mailboxes as a team
Security
SPF, DKIM, DMARC and quarantine
Send control
Approval for mail sent on behalf of the organization
AI
Summary, attachment analysis, classification
Administration
Mailboxes, nine permissions, audit log
Documents
Every task step by step, with screenshots.
Let's plan SmartMail for your organization
Select the number of mailboxes and start now. Migration and analysis of your old emails are free during the initial setup.
- Nine permissions per mailbox
- Reasoned analysis in every email
- Same rules on web and mobile