SmartMail and standard email services
See how SmartMail differs from standard email services in one table: approval flow, team notes, mailbox permissions, justified security analysis, and AI.
How does SmartMail differ from standard email services?
SmartMail differentiates in five areas: permissions and sharing, teamwork, security, AI, and domain infrastructure. Each row in the table describes a feature working in the product today; clicking on the row name opens a page with a detailed description.
The "Standard email services" column summarises the general situation in the basic plans of common enterprise email services. There are differences between services and plans; this column describes not a specific product but the typical state of the category.
| Capability | SmartMail | Standard email services |
|---|---|---|
| Permissions and sharing | ||
| Access the shared mailbox without sharing a password | Per-person access, sign-in with a single identity | In most, a shared password or additional configuration |
| Separate permissions per mailbox | Nine independent permissions per person and mailbox | Usually full access or none; granular permission is limited |
| Access by department | Assignment to a department; the access of anyone who leaves the department is removed automatically | Usually managed manually |
| Pre-send approval flow | One or more approvers, the "any one" or "all" rule | Not available in most; a separate workflow tool is required |
| Team collaboration | ||
| Team note on the mail | Note not sent to the recipient; within the scope of email, person, or organization | Most require a separate messaging tool |
| Activity breakdown per email | Who read, tagged, left a note, replied | Usually only in administrator logs |
| Shared response time reminder | One hour before the deadline, to everyone in the mailbox; web, mobile and operating system notification | Not available in most, or limited to a personal reminder |
| Security | ||
| Security analysis with rationale | Findings and a readable rationale for every email; the score is for ranking only | Usually only a "junk" label |
| Visibility of sender verification | SPF, DKIM, DMARC and PTR are calculated automatically and shown next to every email | Usually only in technical headers |
| Impersonation detection | Similar domain, international character, display name, and brand impersonation are measured separately. | Advanced protection usually costs extra |
| Adjustable quarantine threshold | The threshold is in the admin console; the emails it will affect are listed before saving | Limited; impact preview mostly unavailable |
| AI operations log | Automated actions appear separately as "System" in the audit log | Most make no distinction |
| AI | ||
| Document analysis without downloading the attachment | Document card with type, parties, dates, amounts and tables | Not available in most, or an additional paid AI plan |
| Chat about the email | Email, attachments and reply from history with the organization; the sources consulted are shown | Attachment limited in paid plans |
| Domain and infrastructure | ||
| DNS setup | The DBLinx team reads existing records, completes missing ones, and verifies them | Records are usually entered manually by reading documents |
| Publishing the MTA-STS policy | The policy address is set up automatically with its certificate | Usually hosted on the customer's own server |
| DMARC report collection | Reports are collected, opened and archived automatically | Usually requires a separate reporting service |
| Single identity with file management | Same account as SmartFiles; save file to email with one click | Most have a separate product and separate administration |
Can SmartMail also be used like a standard email mailbox?
Yes. Every mailbox opened in SmartMail is a real corporate mailbox. With the IMAP/SMTP add-on service, mailboxes can also be used with desktop and mobile email clients; thanks to the DNS records set up by the DBLinx team, these clients find the server settings automatically.
Mailboxes are not held in a locking manner specific to SmartMail. Every email is archived in its raw form; even when old emails are removed from the mail server, they remain in SmartMail and can be restored individually.
Which organizations is SmartMail suitable for?
SmartMail is designed for companies where corporate addresses are managed jointly by multiple people and where correspondence sent on behalf of the organization needs to be auditable. Typical examples include:
- Companies that manage shared addresses such as info@, satis@ and muhasebe@ with a team,
- sales and finance teams that want a second review of price, quote and reconciliation emails before sending,
- organizations seeking reasoned protection against phishing attempts targeting invoice and payment emails,
- companies that want to manage email and file management with a single identity, from a single dashboard.
Pricing is per mailbox; each mailbox comes with its own domain and AI allowance, and when needs increase, additional tokens and additional domain packs are purchased.
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
Team collaboration
Internal note, mention, conversation thread
Administration
Mailboxes, nine permissions, audit log
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