MessagesUpdated
Shared inbox
Set up a shared mailbox like hello@ and answer it as a team in Messages: take or assign conversations, reply, link them to a client and close them.
A shared mailbox is an address like hello@ that belongs to the workspace. Mail sent to it arrives in Messages, where your team picks it up, replies as the mailbox and closes it when it's done.
Before you start
- Only owners and admins can add or remove a shared mailbox.
- To see and answer shared mail, you need to be an owner or admin, or have a role with Messages: shared mailboxes. See Roles and permissions.
- Replying needs the Send Email action.
- Have the mailbox's SMTP server details and password ready. Replies are sent through it.
Things to know
- Spodus gives each shared mailbox a forwarding address. Nothing arrives until you set your mail provider to forward the mailbox's mail to it.
- Replies are text only, without attachments.
- A forward is sent as a new email. It isn't added to the conversation.
- Removing a shared mailbox deletes every conversation that arrived in it.
Add a shared mailbox
- Click your picture at the right end of the page bar, then Settings.
- Under Workspace, click Shared mailboxes.
- Click Add shared mailbox.
- Fill in Display name and Email address.
- Type a Key: 1 to 24 small letters or numbers. It becomes the first part of the forwarding address, which Spodus shows under the field.
- Fill in SMTP server, SMTP port, Connection security, SMTP username and SMTP password.
- Click Add mailbox. Spodus signs in to the SMTP server first, which can take up to 20 seconds.
- Copy the address under Forward to and set up forwarding in your mail provider.
The Status column says Waiting for first email until mail starts to arrive.
Work the inbox
In the Messages sidebar, under Mailbox, pick a mailbox, Assigned to me, Unassigned or Closed. The list header shows how many conversations are waiting for a reply. Click a conversation to open it beside the list. Use ↑ and ↓ to move between conversations.
In a conversation:
- Click Take to assign it to yourself. Or click the assignee in the line under the subject and pick someone.
- Click Reply (or press R) to answer as the mailbox. Click Cc or Bcc to add people.
- Click Send, or Send and close to send and close the conversation in one step.
- Click Forward (or press F) to send it on to someone else.
- Click Close when it's done. Click Reopen to bring it back.
Link a conversation to a client
- Open the conversation.
- Click Link to a client.
- Pick the contact, company, deal or project.
Click Open client record to go to it, or Change to link a different one.