Automation Rules in Shared Mailbox That Save Hours Every Week
Automation Rules in Shared Mailbox That Save Hours Every Week
This article is aligned with currently available shared mailbox capabilities in the web app and avoids references to modules that are not open for release.
✨ Practical, production-oriented guidance only - no placeholder features.
👥 Audience
Operations managers and team leads running customer email collaboration in a shared mailbox.
🎯 Operational Focus
The focus for this topic is daily queue execution. Common risks include unclear ownership, delayed follow-up, fragmented context.
🧩 What Teams Can Use Today
- 🔗 Shared mailbox connection and account switching for multi-mailbox operations
- 🗂️ Folder navigation with mailbox context
- ⭐ Unread, All, and Starred filters for queue control
- 🔍 Search and advanced search fields for fast context retrieval
- ✉️ Reply, Reply all, Forward, and draft-safe composition
- 🛡️ Signature management and sender blacklist controls
- 📎 Attachment download and Save All Attachments actions
- 📅 Optional email-to-todo and email-to-calendar conversion
🛠️ Recommended Execution Playbook
- Connect the shared mailbox as an organization owner and verify folder sync before daily operations begin.
- Use the mailbox selector to separate queues by account and keep each responder in the correct context.
- Run triage with Unread, All, and Starred filters to make prioritization visible to the entire team.
- Use Reply, Reply all, or Forward from the thread view and keep response consistency with default signatures.