Connect the right mailbox
Connect the service account, such as arrivals, owner relations or maintenance. Verify its address before setting up sharing.
Set sharing and permissions
Open sharing in the connected account’s settings. Select members and access levels that match their responsibilities. Check that this is the service mailbox rather than another personal account.
Verify the result
Ask an authorized member to verify access. An unauthorized member should not see the mailbox. Remove access as team responsibilities change; the provider connection can also be revoked.
Decide who can read and who can reply
Start with each person’s responsibility. Guest support may need to handle requests while a supervisor needs to review the thread. Grant the corresponding access in connection sharing.
Test with a second member account. Access from the person who connected the mailbox does not prove sharing is configured correctly.
| Test account | Check |
|---|---|
| Authorized member | Mailbox visible and permitted actions available |
| Unauthorized member | Mailbox and messages remain inaccessible |
| Connection owner | Other personal mailboxes remain private |
Reply without losing the thread
Open the conversation, review earlier messages and reply within the thread. Check recipients and signature before sending. The sent message should appear in the exchange.
Ocho can refine the reply. Review dates, amounts and promises as carefully as the wording.
When someone leaves the team
Remove their access and review the workflows they managed. Replace a personal connection with an appropriate service connection before restarting dependent procedures. Assign a person to outstanding requests.