# Corporate Email Features | SmartMail > Shared mailboxes, nine permissions per mailbox, security analysis, AI, teamwork, send approval and audit log: all SmartMail features. Source page: https://dblinx.net/en/smartmail/ozellikler --- # SmartMail's features Shared mailboxes, nine permissions per mailbox, security analysis, AI, teamwork, send approval and audit log: all SmartMail features. SmartMail Mailbox selector: mailboxes accessible to the user and the view that combines them all in a single flow. 01 ## Shared mailbox management All of the company's corporate mailboxes are gathered in a single dashboard. A user sees only the mailboxes assigned to them — the dashboard shows them their own work, not the entire company. For a person with more than one mailbox, there is also a view that combines them all into a single stream. In that view, each row states which mailbox the email arrived in, so the risk of replying from the wrong address is eliminated from the outset. Details: [shared mailbox management](paylasimli-kutu.html). Adding a mailbox is a single step: address and name are sufficient, a password is generated and stored securely. When a new department is established, there is no separate hosting or setup work; the mailbox is opened from the panel, access is distributed on the same screen, and it can be used immediately. SmartMail Department assignment: when the mailbox is linked to a department rather than a person, access updates automatically as the team changes. 02 ## Nine separate permissions per mailbox Access is not a "yes/no" binary. For each user, the nine permissions in each mailbox are granted independently of one another. The person handling accounting should be able to read and reply to the mailbox but not delete anything; the security officer should manage quarantine but not get involved in correspondence — this distinction is established at permission level. - View - Writing - Deletion - Labelling - Quarantine management - Re-run analysis - Chat about the email - Writing a note - Highlighting Two highlighted permissions come **off** by default in a new assignment: deletion and quarantine management. These two permissions, which are hard to undo, are enabled only when deliberately requested. A mailbox can be assigned to a person or to a **department**. At the moment of assignment, access is granted to the department's members; when a person leaves the department, their access is revoked automatically in the background, so no leftover access needs manual clean-up when staff change. SmartMail A detected phishing email: score, triggered signals and rationale on the same screen. 03 ## Security analysis of incoming email Every incoming email goes through three groups of checks. In the identity group, SPF, DKIM, DMARC and PTR records are recalculated by SmartMail. In the structure group, similar domain, brand and display name impersonation, reply address and link mismatches are measured. In the content group, the entire text is evaluated with AI. - **Sender identity** — SPF, DKIM and DMARC results are read from the raw headers. protocol - **Similar domain** — sender addresses made to look like the organization's domain. protocol - **Reply-To mismatch** — the reply going to an address other than the sender's. protocol - **Misleading link** — the link's visible text does not match its actual destination. content - **AI assessment** — a risk score from 0 to 100 and the reason for the score. content The result is a badge next to the sender name. When the badge is clicked, it shows one by one, in colour, which signals increased the risk or supported trust. The product does not just say "this is suspicious" and go silent; it writes its reasoning, so the employee is not only protected but also learns to recognise the next similar email themselves. Email below the trust threshold never reaches the inbox. Threshold setting, quarantine and permanent sender decisions [Security](guvenlik.html#analiz) is explained in detail on the page. SmartMail Chat about the email: the answer is derived from the content of that email and its attachments. 04 ## AI that understands content AI here is not a separate tab but a reading aid that sits next to the email. Every incoming email automatically falls into a content type — first contact, invoice/payment, quote/tender, official, promotional or update — and this works as a filter independent of folders; no rules need to be written. A summary of the long correspondence and its attachments is generated. The text of PDFs and office files is parsed and turned into a document card. The email body can be translated into **30 languages** while preserving formatting; the language list [AI](yapay-zeka.html#yazma) is on the page. On top of these, there are two more interactive capabilities. Chat about the email answers questions such as "how many items are in this quote" from the content of that email and its attachments. Writing assistance generates drafts and improves what is written. The AI allowance is a periodic budget and is clearly visible in the dashboard. When the allowance runs out, AI operations stop together and resume from where they left off in the new period or when the allowance is increased. Code-based security signals continue to work in all cases; even if the budget is exhausted, protection remains in place. Details: [email summary and attachment analysis with AI](yapay-zeka.html). SmartMail Team note tab: the note stays alongside the email and is not sent to the recipient. 05 ## Internal team collaboration A **team note** can be added to an email, and this note is not sent to the recipient. The note can be attached not only to that email but to every email from that contact: the note "payment terms with this company are 30 days" appears again on the next email from the same company. In this way, organization knowledge accumulates in the mailbox, not in one person's memory. A teammate's attention can be drawn; they receive a notification. Who read, tagged, and noted it is collected in a single activity log—the answer to the question "has this been looked at, who is replying?" in a shared mailbox is right next to the email. These are not separate modules outside of the email: notes, drawing attention, and activity logs always exist within the context of an email. Detail: [teamwork in a shared mailbox](ekip-calismasi.html). SmartMail Revision request: the text field is mandatory; the task cannot be returned empty. 06 ## Send control Mail sent from a corporate address is the company's commitment. SmartMail ensures that an email is submitted for approval by one or more people before it is sent; the "anyone" or "everyone" rule is selected per email. This is not a setting that an administrator turns on or off for everyone: the user initiates approval themselves for whichever email they deem necessary. Before making a decision, the approver sees the entire email — which corporate address it will be sent from, the recipients, the names and sizes of attachments, and the body in its own format. **Approve**The mail goes out at that moment. **Request revision**The work returns to the sender. It is mandatory to write what needs to change; a request without direction returns the work but does not move it forward. **Reject**The request is closed, a reason can be written. Every step is written to the request history with its date and time. The entire flow, including how requests that cannot be completed are notified, [email approval flow](gonderim-denetimi.html) on the page. 07 ## Scheduled sending Mail is scheduled for a future date, waits in the queue and can be cancelled until the moment of sending. This is how an email written outside working hours can go out at nine in the morning, or a quote can be delivered on the specified day. When the send time arrives, the author's access to that mailbox is checked **again**. If access has been removed in the meantime, the email is not sent; it stays in the list with the reason, so it does not disappear silently. Scheduling and the approval flow are not used together — they are separate paths. 08 ## Administration and auditability The administrator screen brings the company's mail setup together in one place. Here mailboxes, assignments, the permission matrix, signatures and templates, distribution lists and sender rules are managed. The quarantine threshold, trash retention period, storage allocation and per-person AI allowances are also on the same screen. Employees and departments are defined once in the DBLinx dashboard; SmartMail opens mailbox access for them. The audit log is a separate section. Every meaningful action, such as opening a mailbox, granting access, changing a setting, sending for approval and adding a sender rule, is recorded together with the actor, time and IP address. The question "Who changed this setting?" can be answered months later. Details: [mailbox permissions and audit log](yonetim.html). 09 ## Domain and DNS setup The DBLinx team handles your domain and DNS setup: MX, SPF, DKIM, DMARC, MTA-STS, and TLS-RPT records are prepared, verified, and the domain is activated. You view your domains from the dashboard. The MTA-STS policy address is set up on your behalf together with its certificate, and DMARC reports are collected and archived automatically. Up to 5 domains are managed in the same account. Details: [domain and DNS setup](alan-adi-dns.html). 10 ## Response time reminder When a response time is set for an email, one hour before it expires a reminder is sent to everyone who can see the mailbox, in the web dashboard, the mobile app, and the operating system's notification area. 11 ## Archive, storage and restore Every email is archived in its raw form together with its attachments. Old emails verified exactly against the archive can be removed from the mail server; they remain visible in SmartMail and can be restored individually when required. This keeps the mail server from bloating and mailboxes fast. Storage usage is monitored per mailbox, and progressive warnings are given as occupancy increases. The "Free up space" screen shows what is taking up space. Deleted emails remain in the trash for the period set by the administrator. Files exceeding 25 MB, up to 250 MB, are converted into a secure download link rather than an attachment and sent that way. 12 ## Mobile app and notifications The SmartMail mobile app brings the inbox, reading and writing emails, pending approvals, scheduled emails and response times to your phone. Multiple company accounts are kept in the same app; an account can be added by QR code from an open desktop session. The reading screen has the same layout as the web dashboard: grouped conversations open one below another; in the Summary & Details tab, sender, task tracking, attachments and a brief summary are shown together; attachments are listed with a file type icon and download button; pinning an important email keeps it in a separate section at the top of the folder/mailbox. The search box can be narrowed with the gönderen:/kime:/konu:/ek:/önce:/sonra: operators; the "?" button next to it shows the operator list. Mentions, task assignments, follow-up and deadline reminders, and calendar reminders are collected in a single notification centre. This centre is the same in the web dashboard and can be reviewed by scrolling back through history. New email arrives as an instant notification, while approval requests are listed in their own menu. 13 ## Single identity with the DBLinx ecosystem SmartMail is part of the DBLinx product family. Employees sign in to SmartMail and SmartFiles with the same identity; users, departments and plans are managed from one place in the DBLinx dashboard. In organizations that use SmartFiles, an email attachment is saved to SmartFiles with one click; the person selects the destination from areas with write permission and, if desired, the folder; if there is an area specified by the administrator, it comes preselected. Files in SmartFiles are sent via SmartMail. Where SmartMail differs from standard email services [in the comparison table](karsilastirma.html) listed line by line. 14 ## Pinning important email An email that needs frequent replies is pinned in the list; pinned emails appear in a separate section at the top of the open folder, mailbox and filter, with no need to scroll down. Pinning applies to the entire mailbox; in shared mailboxes, everyone sees the same pinned email. 15 ## Navigating with keyboard shortcuts Use keyboard shortcuts to move through the email list without leaving the mouse: j/k moves to the next/previous email, e archives, u marks as read/unread, and / focuses search. Shortcuts work only when you are not in a text field and no window is open; ? shows the full list. 16 ## Fine-tuned notification preferences New email sound, desktop notification and approval request sound are turned on and off independently of each other. A notification type that is turned off continues to appear in the email list and notification centre; only the sound or desktop alert is stopped. The preference is personal to the person and does not affect other users who share the mailbox. 17 ## Advanced search operators Narrow the search by typing the from:, to:, subject:, attachment:yes/attachment:no, before: and after: operators in the search box; all can be used together with free text and at the same time. If no operator is entered, search continues to work as before. 18 ## Shared draft conflict warning When more than one person opens a draft on the server separately in a shared mailbox, a warning banner appears in the compose window: yellow if someone is still editing the same draft, reddish if someone has just sent/deleted it. The second warning appears instantly in the other open window without the page refreshing. 19 ## Inline reply with @mention When writing a team note, start typing a colleague's name with @ and suggestions appear from among the people who can see that mailbox. When you select one, their name is added to the note, and when you save the note they receive a notification - there is no separate "flag for attention" step. 20 ## Transferring multiple emails at once You can select multiple emails in the list and click **Reassign** to change their owner in one go - when going on leave or handing over a customer, there is no need to assign emails one by one. If emails from different mailboxes are selected, each mailbox is checked separately; emails in mailboxes you are not authorised for or that the target person cannot access are skipped, and you are told how many were skipped. 21 ## Calendar item: add to calendar in one click Meeting invitations (.ics files sent by common calendar applications) are not counted as attachments; they appear above the email as a **Calendar Item** card and in the message list with a calendar icon instead of a paperclip. **Add to calendar** adds the event to your calendar with its title, date and location; **Create reply draft** opens the compose window addressed to the invitation organizer, with the subject and body ready. 22 ## Quick reply suggestions When you open an email and click **Quick reply suggestions**, AI prepares 2-3 short reply options based on the email content; choosing one opens a reply window pre-filled with that text. The same suggestions also appear in the **Write with AI** panel in the compose window - they appear automatically when you start replying to an email with an empty body and are inserted into the body with one click. 23 ## Focused inbox When the **Focused** toggle in the inbox is on, only conversations with people are shown; newsletters, campaigns and automated notifications are hidden, and when the toggle is off everything is shown and no email is deleted. The separation is mostly done without using AI: conversation history, subscription and bulk-send markers in the email and the sender address are checked. Emails that remain uncertain stay in Focused. The unread count for Focused is always visible; phone notifications and the new email sound only apply to Focused emails. A sender that was sorted incorrectly can be corrected once company-wide from the reader menu. Details: [Focused inbox](/en/smartmail/belgeler/kullanici/odakli-gelen-kutusu). 24 ## Correct time: the moment the mail reached you The time shown for an incoming email in the list and reading pane is the moment it reached you; even if the sender's computer clock is set incorrectly, the email does not appear to have come from the future in the list and the ordering is not disrupted. The sender's own time and time zone are also stored; if they differ significantly from the arrival time or the sender is in another time zone, they are also shown in the reading pane. Details: [Reading incoming email](/en/smartmail/belgeler/kullanici/gelen-maili-okumak). 25 ## Right-click menu: every action is one click away Right-clicking an email in the list brings up everything that can be done in the reading pane in a single menu: open, open in new tab, reply, forward, mark as read, pin, label, archive, quarantine, show all emails from the sender or set a Focused rule, copy address and subject, delete. When multiple emails are selected, the menu applies to all selected items; preview and download also appear on right-click in attachment cards. The menu shows only the actions you are authorised for in that mailbox; Shift+F10 on the keyboard opens the same menu. Details [in the mail list document](/en/smartmail/belgeler/kullanici/mail-listesi). Daily usage ## Screenshots of the real dashboard All of the following were taken from the product's own interface. They are also what really shape the screen: which view you are working in, how the email is read and how the dashboard looks. SmartMail **Unread** — with one click, the list narrows to only those awaiting a reply; in a shared mailbox, this is the day's work. SmartMail **Grouped view** — correspondence for the same job is collected in a single line, and the chain is opened and read in order. SmartMail **Sent items** — what the team writes on behalf of the organization, in the same dashboard as incoming emails. SmartMail **Reading pane** — the email is displayed in its own format, with its tables and attachments. [Buy](https://app.dblinx.net/satin-al?urun=smartmail) [Try the demo](https://mail.dblinx.net/demo/) How to do it ## SmartMail documentation From setup to daily use, every task in SmartMail is explained step by step: [SmartMail documentation](/en/smartmail/belgeler/). 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)[ ### Team collaboration Internal note, mention, conversation thread ](ekip-calismasi.html)[ ### Administration Mailboxes, nine permissions, audit log ](yonetim.html) ## 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