Mail that belongs to a job
not to a person
sales@, jobs@ and billing@ get worked by several people at once, each with their own access. Nothing is forwarded, and nobody leaves with the address.
A rule stars anything with an attachment. Files keeps the CV.
Where it starts
What this looks like today.
sales@ forwards to four people
Everyone holds a copy, the thread sits in four places, and the reply goes out from a personal address.
One login, passed around
The whole team signs into jobs@ with the same password, which makes every action look like one person.
The person who had billing@ left
Their own account held the address, and the invoices went out of the door behind them.
How it works
Running in four steps.
- 01
Add your domain
Publish the records OpenEmail shows you, and the domain starts receiving.
- 02
Create the addresses
Add sales@, jobs@ and billing@, or let catch-all answer the ones you never thought of.
- 03
Hand each address out
Invite the person, pick a role, then grant read, or read and send as it.
- 04
Write the rules
Your own conditions decide what gets labelled and what gets starred, and Files keeps every attachment.
What it runs on
The parts doing the work.
Underneath it sit address grants, roles, labels, rules you write yourself, thread notes, and every file that arrived with the mail.
Hand billing@ to the person who does the billing.
One address means one address.
read, or read and send as it, with nothing else visible
A role says what somebody may do; an address grant says what they may do it to.
read, or read and send as it, with nothing else visible
Keep a private note attached to a thread.
Your own conditions, and what should happen to anything that matches them.
In practice
Every piece, walked through.
Six shorter walkthroughs take one address at a time, from the sales follow-up to the handover when somebody leaves.
Send from a template, see who opened it, and book the call in the thread.
Applications arrive at one shared address, get filed by rule, and are answered from a template.
Bills land at one address, get filed by rule, and stay searchable by sender or file.
Make any address on your domain and hand it to the people who answer it.
An address belongs to the workspace, so the person changes and the mail stays put.
Questions
Asked before signing up.
Can two people work the same address?
Yes. Grant sales@ to each of them, read only or read and send as it. The thread stays in one place instead of becoming a copy in everybody's inbox.
Can I assign a thread to one person?
No. A thread has no owner field and no assignment queue. You can label it and keep your own note on it, but who picks up which message is still something your team settles between yourselves.
What happens when someone who works billing@ leaves?
Take them out of the workspace and every address and domain they held is revoked. Grant billing@ to whoever takes over. The threads stay put, and the signature lives on the address, so the sign-off reads the same.
Nearby
Other jobs for the same mailbox.
One address on your own domain, worked by the people you grant it to. Rules label and answer mail as it arrives, and everybody reads the same thread.
