Email security for manufacturing and export companies
Export company email security relies on a system where foreign-language correspondence from different countries is understood, fake IBAN and fake order emails are caught, and large technical files are sent securely. SmartMail establishes this system with reasoned security analysis, translation into 30 languages and file links up to 250 MB.
What is the email problem for exporting companies?
The inbox of a manufacturer and exporter is open to the world. The first order from a new buyer, a freight quote from an agent, a letter of credit notification from a bank, a quality complaint from a customer… A significant portion of this correspondence comes in a foreign language, from different time zones and from senders never seen before. This openness also creates a fertile ground for scammers.
The most common risks in the industry are:
- Fake IBANAn email saying "our bank account has changed" arrives from an address resembling that of a long-standing customer or supplier. Once payment is made to the new account, the money cannot be recovered.
- Hijacked email threadA fraudster inserts themselves into a real email thread; they change the bank details at the quote, proforma and payment stage. It is hard to notice because the email chain looks familiar.
- Fake order and sample requestsA large order supposedly from a well-known company may contain a fake order form or a malicious attachment.
- Language barrierIn an email in a non-native language, an unusual phrase or pressure to act urgently is harder to notice.
- Large filesTechnical drawings, catalogues and quality documents exceed the attachment size limit; employees turn to uncontrolled sharing tools.
How to detect a fake IBAN and intervening correspondence?
SmartMail measures every incoming email in terms of identity, structure and content. The SPF, DKIM and DMARC records of the sender domain are recalculated. Addresses that resemble the domain of a company you know, domains containing invisible characters and display-name spoofing are flagged separately. An email coming from one address while the reply goes to another is a typical sign of an intercepted conversation; an email in this situation is directly to quarantine is received.
The result is a badge next to the sender name; which signal affected the score by how many points is shown when clicked. Email below the trust threshold does not reach the inbox.
Recipient and supplier information remains in the box: A note such as "Changes to this company's bank information are only accepted with a signed letter" is linked to the company and reappears in every new email from that company. It should also be written as an internal company rule to confirm every email reporting an account change with a previously registered phone number.
How are email threads in foreign languages managed?
In SmartMail, the email body can be translated into one of 30 languages while preserving its formatting. Tables, lists and highlights stay in place in the translation; the line items of a proforma remain readable.
The content summary of long correspondence and the document card for attachments show what the document is, its parties, dates and key clauses in Turkish. With Chat about the email, questions such as "What is the delivery method in this quote?" and "What does the payment term say?" are answered from the content of that email and its attachments.
When writing a reply, writing assistance generates a draft and improves what is written; the tone and language of a reply to a customer in a foreign language can be reviewed before it is sent.
How are technical files and time differences managed?
A technical drawing, catalogue or video over 25 MB, up to 250 MB, is sent as a secure download link instead of an attachment. The recipient does not need to create an account to download the file; the link carries an unguessable key and is associated with the sent email. Executable file types are blocked both as attachments and as links.
For customers in different time zones, an email can be scheduled for the recipient's working hours and cancelled up until the moment of sending. When the sending time arrives, the writer's access to the mailbox is checked again.
How is control ensured in quote and order correspondence?
Price quotes and proformas can be submitted for approval by the sales manager or finance before being sent. The approver sees the entire email; if they request changes, they must write what needs to change. Because incoming emails are separated by content type, quote and tender correspondence is filtered separately.