Folders, shared addresses and assigning
How folders and shared addresses like support@ work in TACENZA Mail, and how a team assigns, takes and marks mail done in a shared inbox.
TACENZA Mail is built for small teams. Besides your own mailbox, your company can have shared addresses like support@ and billing@, and decide who has each one. This page explains folders, shared addresses, and how a team splits up the mail that arrives in a shared inbox.
Your folders
Your own mailbox has Inbox, Drafts, Sent, Archive, Spam and Trash, with unread counts in the sidebar. See Reading mail for reading and deleting.
Making your own folders, and moving mail between them, isn’t in the web app yet. Mail apps connected over IMAP can do it (see Mail settings).
Shared addresses
A shared address belongs to the company, not to one person. The company’s admin creates it in Team settings and ticks who has it (see Mail settings).
Everyone who has an address:
- sees its inbox in their sidebar under Shared, with Inbox, Drafts, Sent and Trash;
- can reply as the address, and the replies go into its Sent for the whole team;
- can assign its mail to each other.
Someone who’s given an address sees it in their sidebar the next time they open TACENZA Mail.
Things to know
- Read and unread are shared. When one person opens a message, it’s read for everyone on the address.
- Everyone on the address can reassign messages. That’s how team inboxes usually work.
- An admin who isn’t on an address can’t read it, if the address is encrypted. See Privacy and encryption in Mail.
Assigning mail in a shared inbox
A shared inbox has four tabs above the list:
- Open: everything not marked done.
- Mine: open mail assigned to you.
- Unassigned: open mail nobody has.
- Done: mail someone marked done.
When everything is handled, Open says All handled.
Rows show who has each conversation (You or a name), Unassigned, or Done.
Assign a conversation
- Open the conversation in the shared inbox.
- Under Assigned to, pick a person, or Nobody to unassign it.
To take it yourself, select Take it.
Mark it done
- Open the conversation.
- Select Mark done. It moves to the Done tab.
To undo, open it from Done and select Reopen.
If a new reply arrives on a conversation marked done, it’s back in Open.
Assigning and marking done apply to the whole conversation. If someone has since lost the address, their conversations show Someone who left until you reassign them.
What’s stored about assignments
Who a conversation is assigned to, and whether it’s done, are stored as labels on the messages. Like the sender, recipients and subject, they stay readable to the server even when the mail itself is encrypted.