What is a Shared Inbox?

A Shared Inbox is a collaborative platform that quickly, securely, and efficiently processes incoming messages and documents that arrive in a team inbox, such as claims, finance, enquiries or similar team email inboxes.

A shared inbox solution not only facilitates communication management among internal teams but also helps in organizing and handling documents, ensuring that all types of incoming content are addressed efficiently and systematically.

A shared inbox creates a central digital hub, gathering together incoming information that’s vital to business. Ondox Shared Inbox additionally can encompass inbound scanned paper mail.

Ondox eliminates the need for individual handling of separate streams of incoming messages and documents, creating a unified approach to communication and document management.

Benefits of a Shared Inbox

Implementing a shared inbox streamlines communication and document management processes. By providing a central digital hub for incoming messages and documents, Ondox Shared Inbox enhances team collaboration, improves responsiveness to customers and others, and helps organizations operate more efficiently and effectively.

Consolidate inbound correspondence in a digital hub

Seamless collaboration and internal communication

Increased efficiency with automated workflows

Ensure security and transparency for audit and compliance

Live Chat

How Does a Shared Inbox Work?

A shared inbox collects and processes all messages and documents sent to specific addresses, such as claims, finance, enquiries or similar team inboxes. Team members access a central hub to securely and efficiently review and act on incoming messages and documents.

Included tools help manage communications, automate responses, drive document flow, streamline team actions, improve responses to customers, and manage document disposition.

Team members can assign specific tasks, categorize content, and use internal notes for private discussions. Related documents can be automatically or manually gathered together in digital folders.

Ondox Shared Inbox solutions can serve all shared inboxes in an organization. They can even combine correspondence and documents that arrive via email with those that arrive as paper mail and are scanned into the Ondox Shared Inbox solution.

Core Capabilities of a Shared Inbox

Collaboration

Automation

Analytics

Document Management

Collaboration

Shared inboxes offer robust features for internal communication, such as internal notes and tagging, which help team members coordinate and manage tasks efficiently. This capability is crucial for maintaining clarity and ensuring that all team members are on the same page.

Ask a Question

Automation

The automation features of this solution, including automated responses and document tagging, help streamline workflows. These tools reduce the time spent on repetitive tasks, allowing team members to focus on more complex and value-added activities.

Ask a Question

Analytics

Shared inboxes provide comprehensive analytics and reporting tools. These features offer valuable insights into team performance, including metrics like response times and resolution rates. This data helps organizations continuously improve their processes and service levels.

Ask a Question

Document Management

Beyond communication, shared inboxes also facilitate the management of documents. They allow for the secure storage, categorization, and retrieval of important files, ensuring that all necessary documents are organized and easily accessible to authorized team members.

Ask a Question

Use Cases for a Shared Inbox

Shared inboxes are versatile solutions that extend beyond customer support and sales, making them valuable in multiple teams across an organization.

In HR, shared inboxes streamline the management of job applications and employee queries, enhancing communication efficiency.

Legal and Claims teams benefit by using this solution to coordinate legal or claims case documents and communications, ensuring all relevant information is centralized and accessible.

Project management teams can seamlessly handle project-related communications and documents, ensuring that updates and materials are consistently available to all members.

Additionally, our AP Inbox solution exemplifies the effective use of shared inboxes in managing accounts payable processes. It centralizes vendor communications and financial documents, streamlining invoice processing and enhancing accuracy and accountability in financial transactions.

Insights

AP Inbox: Transforming your AP Processing

AP departments need a better way of processing incoming requests and documents from suppliers….

Find out more

Ondox for Shared Inbox

Ondox provides a proven and AI-driven Shared Inbox solution that integrates with and complements your existing workflows.

Whether your goal is to improve responsiveness to customers, streamline internal operations, or manage complex communications, Ondox elevates your team’s efficiency and productivity.

Contact us today to discover how our solutions can transform your business processes.

FAQs

A shared inbox functions as a centralized digital hub where multiple team members can access, manage, and respond to incoming messages and documents. It aggregates all communications sent to a specific address, such as support or finances, into one unified platform. It can even encompass incoming documents that arrive as paper mail and are then scanned into the shared inbox solution.

Team members can view, categorize, and assign tasks related to these communications, ensuring that each inquiry or submitted document is handled appropriately. The system supports team collaboration, automated responses, and workflow automation, to streamline processing.

Additionally, shared inboxes provide analytics and reporting tools to track response times and team performance, helping organizations maintain efficiency and consistency in their communications.

A team email is a group email address that automatically forwards messages via email to the individual inboxes of its members. Customers, suppliers and others send messages and attachments by addressing email to a finance, enquiries or similar team email address.

A shared inbox can accept these inbound messages and attached documents, but provides a more powerful, secure, efficient, collaborative, transparent, auditable, and manageable working environment for your teams.

A shared inbox leverages AI to understand incoming content automatically, automates most processing, provides strong access control and authentication, encrypts information for greater security, logs every interaction, and provides dashboards and reporting to increase transparency.