Setting up your Team Mailbox

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Your team mailbox set up is an important part of onboarding.

It’s worth spending time to understand the concepts behind common settings such as automatic assignment, mail flow rules and user roles.

Several of these settings have posts of their own that provide more detail. As we explore each step of setting up a mailbox, we’ll link to those posts.

Message Distribution

Emailgistics has a variety of settings to manage incoming messages to a shared mailbox. Team members can manually triage messages, or automatic assignment can be used. You can set message limits to cap the number of messages automatically assigned to a team member at one time. Modifying assignment for messages in existing threads is also an option. See also:

Mail flow Rules

Mail flow rules are the core of message routing options for Emailgistics. If you have previously used rules for Microsoft Outlook, the format and syntax of these rules will be familiar. In essence, a rule consists of three parts:

a Condition or conditions that must be met for the rule to trigger (e.g. the message contains a specific keyword, or is sent from a specific domain);

an Action that is taken as a result (e.g. to assign it to an individual team member, or to forward a copy to a named individual);

any Exceptions that mean the rule should not be triggered (e.g. if the incoming message is part of an existing conversation)

More info is available here:

  • Effective Use of Mail Rules

User Roles

Designating user roles to team members is critical for managing Emailgistics. Regular team members have access to their shared mailboxes within Microsoft Outlook, but have no administrative privileges for managing the software. System Admins can access the admin suite to manage other users’ assignment to teams, to set up rules, and so on. Billing Admins have access to billing and invoicing administration, and are responsible for ensuring that credit card information is up to date.

More info on user roles can be found here:

  • Administration: User Roles