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Administration

Mailbox permissions and audit log

Mailboxes, nine permissions, sending rules, and audit log on a single screen.

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Administration · Overview
Administration overview screen: mailbox count, users, storage allocation and AI usage
Mailboxes

New mailbox: address and name are sufficient

The password is generated and stored encrypted; the mailbox appears in the list at that moment.

  • Link type and status in a single list
  • Deactivation is reversible
Administration · Mailboxes
Mailbox management screen: the company's corporate mailboxes, connection types, and statuses
Permissions

Nine permissions per person and mailbox

For each user, the nine permissions in each mailbox are independent of one another.

  • Deletion and quarantine off in new assignment
  • Access through the department
  • All in a single matrix
Assignment

Gaps appear as warnings

Users who have access but have never signed in to the system are also flagged.

  • Drag-and-drop or click to assign
  • Works with touch screen and keyboard
Administration · Assignment board
Warning on the assignment board: a user who has been granted access but has never logged in to the system
Sender rules

Permanent decision for recurring sender

Always safe or always quarantine for an address or domain.

Administration · Sender rules
Sender rules list: always safe or always quarantine decisions based on address and domain name
Audit log

Every action with person, time and IP

Actions performed by the AI itself appear as “System”.

  • Opening mailbox, granting access, changing settings
  • Sending for approval and decisions
Administration · Audit log
Audit log rows: next to each action, the person who performed it, the date and time, and the IP address

The rest of the administration

Signatures screen: corporate signatures defined per mailbox

Signatures

The signature is tied to the mailbox, not the person; emails sent on behalf of the organization are the same for everyone.

Distribution lists screen: named lists and their members

Distribution lists

Recipient groups named such as “Tender Committee”.

Settings screen: quarantine threshold, trash retention period and other settings

Settings

Quarantine confidence threshold, trash retention period and company-wide preferences.

Storage distribution: how much space each mailbox takes up

Storage distribution

How much space each mailbox takes up is shown in the overview.

AI share

The monthly allowance is visible on the dashboard; a separate share can be assigned to each person.

Domains

Multiple domains; one is primary and is selected when the mailbox is opened.

How to do it

Step by step

A user's mailbox permissions: each row is a mailbox, each column is a permission; the intersection is a checkbox.

Managing mailbox permissions per person

  1. Open Assignments from the left-hand menu and click Permissions on the person's card. A table opens below the card: rows are the person's mailboxes, columns are permissions.
  2. Click the checkbox at the intersection of the mailbox and permission you want to change. The change is saved immediately; you do not need to save separately.
  3. To completely remove a person's access to a mailbox, click the × at the end of the row.
The entire document
Audit log: filter buttons and, on each row, the event, the person who performed it, the target and the date

Reviewing the audit log

  1. Open Audit log from the left-hand menu. The most recent actions are at the top.
  2. To see only organization-wide rule and permission changes, click Policy changes; for operations affecting many emails at once, click Bulk operations. To return to all, select All events.
  3. Read the name of the operation, the person who performed it, and the date in the row. For bulk operations, it also states how many emails were affected.
  4. For older records, click Older records at the end of the list.
The entire document
Guides

Read the subject in depth

What should a corporate email signature look like?

A corporate email signature should be short, legible and consistent across every mailbox

FAQs

Can read-only permission be given to a person?

Yes. For each person, nine permissions are enabled or disabled separately in each mailbox: viewing, writing and sending, deleting, labelling, quarantine, AI re-interpretation, AI chat, adding notes, flagging. Delete and quarantine permissions come disabled on new assignment.

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

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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

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.

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  • Nine permissions per mailbox
  • Reasoned analysis in every email
  • Same rules on web and mobile