# Teamwork in a Shared Mailbox | SmartMail > Shared mailbox teamwork: assign ownership and status, add internal notes, draw attention, prevent double replies, and remind when no reply arrives. Source page: https://dblinx.net/en/smartmail/ekip-calismasi --- Team collaboration # Teamwork in a shared mailbox Work together without forwarding the email or switching to a separate messaging tool. [Buy ](https://app.dblinx.net/satin-al?urun=smartmail)[Try the demo](https://mail.dblinx.net/demo/) 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 ](/en/smartmail/belgeler/kullanici/ekleri-onizleme) How to do it ## Step by step ### 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. [The entire document ](/en/smartmail/belgeler/kullanici/ekip-notu) ### 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. [The entire document ](/en/smartmail/belgeler/kullanici/yanit-suresi) 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 ](/en/smartmail/rehberler/musteri-maillerine-yanit-suresi)[ ### 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 ](/en/smartmail/rehberler/ortak-kutuda-is-bolumu) ## 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. [All questions ](sss.html) Continue ## Other sides of SmartMail [ ### Shared mailboxes Manage shared mailboxes as a team ](paylasimli-kutu.html)[ ### Security SPF, DKIM, DMARC and quarantine ](guvenlik.html)[ ### Send control Approval for mail sent on behalf of the organization ](gonderim-denetimi.html)[ ### AI Summary, attachment analysis, classification ](yapay-zeka.html)[ ### Administration Mailboxes, nine permissions, audit log ](yonetim.html)[ ### Documents Every task step by step, with screenshots. ](/en/smartmail/belgeler/) ## 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. [Buy ](https://app.dblinx.net/satin-al?urun=smartmail)[Try the demo](https://mail.dblinx.net/demo/) - Nine permissions per mailbox - Reasoned analysis in every email - Same rules on web and mobile