SmartMail: AI-Assisted Business Email
Smart product family
What is SmartMail?
SmartMail is an AI-assisted business email service, developed by Digital Bridge, that manages an organisation's shared and personal mailboxes from a single web panel. It checks every incoming email with SPF, DKIM and DMARC, sets nine separate permissions for each mailbox, and can route emails sent on the organisation's behalf for approval before they go out.
On shared addresses such as info@, sales@ or accounts@, staff never need the mailbox password: each person signs in with their own Smart360 identity and sees only the mailboxes assigned to them. Who read, tagged, annotated or replied to each email is recorded per message. SmartMail runs in the cloud, so there is no server to install and no software to maintain on your premises.
- No set-up fee; migration and analysis of existing email is free at initial set-up
- Web panel plus Android and iOS apps
- One identity shared with SmartFiles and the rest of Smart360
SmartMail panel — screenshot prepared with sample data (Turkish interface).
What Does AI Do in SmartMail?
AI handles seven separate tasks in SmartMail: email and attachment summaries, attachment analysis with document cards, content-type classification, security assessment, asking questions about an email, writing assistance and translation into 30 languages. Every task works within the user's permissions, and no email the AI prepares goes out until the user sends it.
- Email and thread summaries
- A summary appears the moment an email arrives, so the amount, due date and requested action are visible at a glance. "Summarise thread" gives the latest state of a long conversation.
- Attachment analysis and document cards
- Attachments such as invoices, quotes, contracts, reports, spreadsheets, bank receipts and presentations become document cards without being downloaded. A card shows the document type, parties, dates, amounts, document details, highlights and actions required, with subtotal, VAT and grand total on separate lines. Fields are read from the document, never invented.
- Content-type classification
- Incoming email is sorted into six content types without writing rules: first contact, invoice/payment, quote/tender, official, promotion and update. The type works as a filter independent of folders, and administrators can write organisation-specific instructions for classification.
- Security assessment
- The whole text is assessed with AI, producing a 0–100 risk score and a readable explanation. The result sits as a badge next to the sender's name; clicking it lists each signal that raised the risk. Releases and quarantine corrections feed into later assessments.
- Asking questions about an email
- Users ask a question about an email and the answer comes from that email and its attachments. The AI only reads mailboxes the person can access.
- Writing assistance
- It drafts from a short instruction, improves text already written and suggests two or three short quick replies. No email leaves until the user sends it.
- Translation into 30 languages
- The email body is translated into 30 languages with its formatting kept, so supplier or customer correspondence in a foreign language can be read without leaving the panel.
Attachment analysis and document card — sample data.
How is AI governed and limited in SmartMail?
- Works within permissions: the AI only reads mailboxes and emails the person can access; it never opens an email for someone who cannot see it.
- Per-person permission: "AI re-interpretation" and "AI chat" are separate permissions granted person by person in each mailbox.
- Monthly allowance: the AI allowance is monthly and visible in the panel; administrators can set individual allowances and hide the usage counter from staff.
- When the allowance runs out: AI tasks pause until the next period or until the allowance is increased; access to email and everyday use carry on.
- Security checks are independent of AI: SPF, DKIM, DMARC and look-alike domain checks are code-based, so protection continues even when the AI allowance is used up.
- Central layer: SmartMail reaches AI services through Smart360's central layer rather than directly, and usage is recorded against the organisation's allowance.
- Audit log: actions the AI takes on its own appear in the audit log as "System", not as a person.
- Data separation: email content is processed for summaries, classification and security assessment; each company's data sits in its own separate database and is never shared with another company.
How Does SmartMail Fix the Four Familiar Shared Inbox Problems?
When a shared mailbox passes through several hands, passwords get shared, nobody is quite sure who sent what, and fake payment emails slip through. SmartMail answers each of these separately.
Clear accountability
Access is granted per person and per mailbox, and no password is shared. A per-message activity log shows who read, tagged and replied.
Fake invoices stay out
Look-alike domains and misleading links are scored with stated reasons. Anything below the trust threshold waits in quarantine instead of the inbox.
Approved outgoing email
The approver sees the whole message, and the decision is logged with date and time. Nothing unapproved is delivered.
Leavers lose access automatically
Remove someone from a department and their mailbox access goes with it. Scheduled emails are re-checked at send time and held if access has been withdrawn.
How does SmartMail catch a fake "our bank details have changed" email?
In a payment redirection attack, the fraudster registers a domain one letter away from a supplier's and configures SPF, DKIM and DMARC correctly. Because the email is technically valid, a spam filter lets it through. SmartMail adds two further checks to authentication: whether the domain imitates a known correspondent, and whether the text talks about a change to payment details.
- Identity: SPF, DKIM, DMARC and PTR are recalculated by SmartMail itself rather than trusting results written by servers along the way.
- Structure: look-alike domains, imitation with international characters (punycode), brand and display-name impersonation, reply-to and link mismatches.
- Content: the full text is assessed with AI, producing a 0–100 risk score and a readable explanation. Click the badge to see each signal that raised the risk.
- Quarantine: mail below the threshold is not deleted; it waits in a separate folder with its reasons, and a user with quarantine permission can release it. The company administrator sets the threshold and sees which emails a change would affect before saving.
- Sender rules: mark an address or domain as "always safe" or "always quarantine"; explicit administrator rules take precedence over any prediction.
Code-based checks (SPF, DKIM, DMARC, look-alike domains) do not depend on AI, so protection continues even when the monthly AI allowance runs out.
Security assessment with reasons — sample data.
SmartMail's Main Features
From shared mailbox management and approvals to team notes and archiving, every SmartMail feature comes in a single package.
Shared and personal mailboxes
All company mailboxes in one panel; anyone with several mailboxes sees them in a single stream, each row labelled with the mailbox it arrived in. Adding a mailbox needs only an address and a name; the system generates the password and stores it encrypted. Mailboxes can be assigned to a person or a department.
Nine permissions per mailbox
View, write and send, delete, tag, quarantine, AI re-interpretation, AI chat, add notes and flag for attention are granted independently. Delete and quarantine are off by default for new assignments, and every permission sits in one matrix.
Send approval
The author chooses "Send with approval" instead of "Send". One or more approvers, with an "any of them" or "all of them" rule. Decisions: approve, request a revision with reasons, or reject; each step is logged with date and time.
Scheduled sending
Set an email for a later date and cancel it any time before it goes. The author's mailbox access is checked again at send time. Follow-up reminders after 1 day, 3 days or 1 week if no reply arrives; delivery reports and automatic drafts.
Teamwork
Internal notes that never reach the recipient (for this email, this person or this organisation), @mentions and attention flags. Owner and status assignment (Open, Pending, Resolved), automatic assignment rules, duplicate-reply warnings and response-time reminders.
AI
Summaries, attachment analysis and document cards, classification, security assessment, asking questions about an email, writing assistance and translation into 30 languages, each working within the user's permissions. AI features in detail
Administration and audit log
Mailboxes, assignments, the permission matrix, mailbox-level signatures, templates, distribution lists and sender rules on one admin screen. Every meaningful action is written to the audit log with actor, time and IP address.
Archive and storage
Every email is archived in its raw form with attachments, and its integrity can be re-verified against a SHA-256 hash. Older emails verified against the archive can be removed from the mail server while remaining visible in SmartMail.
Domain and DNS
The Smart360 team prepares, verifies and activates MX, SPF, DKIM, DMARC, MTA-STS and TLS-RPT records, touching only mail-related entries. DMARC reports are turned into a readable format and archived month by month.
Screenshots prepared with sample data (Turkish interface).
Which Ways Can an Email Be Sent in SmartMail?
Approval is optional rather than a switch the administrator flips for everyone. The person writing the email picks the route that suits it.
| Sending option | When to use it | How it works |
|---|---|---|
| Send | Everyday correspondence | A send preview shows exactly what the recipient will see, company signature included; recipients that bounced in the last 90 days are flagged with the reason while you write. |
| Send with approval | Prices, quotes, reconciliations, payment confirmations and other emails sent on the organisation's behalf | The approver sees the sender address, recipients, attachment names and sizes, and the body. Approve, request a revision or reject; nothing is delivered until it is approved. |
| Scheduled send | Emails due to go out at a later date | Can be cancelled until the send time; the author's mailbox access is checked again at that moment. Not combined with approval — the two are separate routes. |
| Secure send | Sensitive content and attachments | Neither content nor attachments reach the recipient's mailbox; only a link valid for 1 to 30 days is sent. |
| Large files | Attachments over 25 MB | Files up to 250 MB are converted into a secure download link. |
| Distribution list | Bulk announcements | Recipients cannot see each other and messages are personalised with {name}; sending will not start if SPF, DKIM or DMARC is missing, and every email carries an unsubscribe link. |
Who Is SmartMail For?
Organisations that run shared addresses as a team, want a second pair of eyes on emails sent in their name, and need reasoned protection against phishing that targets invoices and payments.
Accountancy and bookkeeping firms
The accounts@ mailbox records who looked at which message; incoming invoice attachments are parsed without being downloaded.
Logistics, import and export
Emails containing payment instructions are assessed on sender domain and content together; confirmations sent on the company's behalf can go through approval.
Companies bidding for tenders
Nine separate permissions and an action log on the tenders@ mailbox; a bid letter can be approved before it leaves.
Manufacturing and supply
Order and payment correspondence arrives with a security assessment and its reasons.
Law firms
Per-person access and a per-message activity log on shared mailboxes; the same identity for documents in SmartFiles.
Clinics and healthcare providers
Permission-based work on shared addresses without sharing passwords, plus reasoned security assessment.
Where Does Your Email Data Live, and Who Can See It?
Email content is processed for classification, summaries and security assessment. Each company's data sits in its own separate database and is never shared with another company. Processing, per-company isolation and retention periods are set out in the KVKK privacy notice (Turkey's data protection law); hosting and data location details are shared in writing at contract stage. For organisation-wide processes we also offer data protection compliance consultancy.
No password sharing
Mailbox passwords are generated by the system and stored encrypted with AES-256-GCM; staff sign in with their own identity.
Session control
Open sessions are listed with device details and can be closed remotely; changing the password signs out every device.
Safe viewing
Remote images are blocked by default; the body is shown in an isolated frame, so hidden scripts cannot reach the panel.
Smart360 Security
Sign-in screens and the contact form are protected by human verification.
Audit log
Opening mailboxes, granting access, changing settings and submitting for approval are logged with actor, time and IP address; actions taken by AI appear as "System".
Data deletion requests
Account and data deletion requests are completed within 30 days at most; records with a legal retention duty are kept only for the statutory period.
How does SmartMail work with the other Smart products?
SmartMail is the business email product in the Smart product family (Smart360). Users, departments and packages are managed from the Smart360 panel; staff sign in to every product with the same identity (SmartID) and move between them without re-entering a password. A department is defined once in Smart360 and becomes a mailbox assignment in SmartMail.
- SmartFiles: save an email attachment in one click with "Save to SmartFiles" on the attachment card, and send SmartFiles documents through SmartMail without leaving the panel. Permissions are checked in both directions.
- SmartOperator, SmartPM, SmartSales and SmartPass: the other products in the family. SmartOperator and SmartPass work with the same identity (SmartID), the same user list and the same Smart360 organisation panel; SmartPM signs in with the same Smart360 account; SmartSales is the family's e-commerce product.
- Groups of companies: each company is a separate SmartMail organisation; people with access to several switch between them without signing in again.
- Shared notification centre, preview and storage infrastructure, AI layer and Smart360 Security.
Which devices does it run on, and how do you buy it?
- Web panel: in the browser, including a phone's browser, with the same permissions.
- Mobile app: Android and iOS, with pending approvals, scheduled emails and response times on the phone too. Accounts are added by scanning a QR code from an open desktop session.
- Email clients: desktop and mobile email programs via the optional IMAP/SMTP add-on.
- Package: a single package priced per mailbox with every feature included; you choose the number of mailboxes. Extra AI and storage packs can be added later.
For package details, see the SmartMail packages page; you can buy SmartMail online on the Smart360 purchase page.
The Smart product family
Smart360 is Digital Bridge's family of business applications. SmartMail, SmartFiles, SmartOperator and SmartPass open with one identity (SmartID) and are managed from one organisation panel; SmartPM also signs in with the same Smart360 account, and SmartSales is the family's e-commerce product. The family's sign-in screens and forms are protected by Smart360 Security. Start with the product you need and add the others later.
What is Digital Bridge's role in SmartMail?
SmartMail is developed by Digital Bridge, a software company based in Adana, Turkey, which builds every product in the Smart family. The Smart360 team prepares and verifies your domain's DNS records, and your existing email is migrated at initial set-up.
Email delivers more when it is planned alongside your other systems, so we also offer cyber security consultancy, system integrations, document management systems and, for organisation-specific needs, custom web software.
Bring Your Mailboxes Into One Panel
Tell us how many mailboxes, shared addresses and domains you need, or simply choose your mailbox count and buy SmartMail online. You can also try SmartMail without signing up using the demo on the product site.
Frequently Asked Questions
What is SmartMail?
SmartMail is an AI-assisted business email service that manages an organisation's shared and personal mailboxes from a single web panel. It checks every incoming email with SPF, DKIM and DMARC, sets nine separate permissions for each mailbox, and can route emails sent on the organisation's behalf for approval before they go out. It is developed by Digital Bridge and is part of the Smart360 product family.
What does AI do in SmartMail?
AI handles seven separate tasks in SmartMail: email and thread summaries, turning attachments into document cards without downloading them, sorting email into six content types without writing rules, a security assessment with a 0–100 risk score and a readable explanation, answering questions about an email and its attachments, writing assistance with drafts and quick reply suggestions, and translating the email body into 30 languages with its formatting kept. Document card fields are read from the document, never invented, and no email leaves until the user sends it.
Does SmartMail's AI read all of my email?
Email content is processed with AI for summaries, classification and security assessment; each company's data sits in its own separate database and is never shared with another company. The AI works within each person's permissions: chat about an email only reads mailboxes that person can access. "AI re-interpretation" and "AI chat" are separate permissions granted person by person in each mailbox. AI services are reached through Smart360's central layer, and actions the AI takes on its own appear in the audit log as "System".
Do I need a server to set up SmartMail?
No. SmartMail runs in the cloud, so there is no server to install and no software to maintain on your premises. Mailboxes are created in the panel with just an address and a name, and the system generates their passwords. The Smart360 team prepares and verifies DNS records such as MX, SPF, DKIM and DMARC, then activates the domain. There is no set-up fee, and migrating and analysing existing email at initial set-up is free.
Do staff need to know the shared mailbox password?
No. Staff open a shared mailbox with their own Smart360 identity and never need its password. The system generates mailbox passwords and stores them encrypted, so they are never handed out. Access is granted and removed from a single screen. If a mailbox is assigned to a department, anyone removed from that department automatically loses the access they had through it.
Can I give someone read-only access in SmartMail?
Yes. In SmartMail, nine permissions are switched on or off independently for each user in each mailbox: view, write and send, delete, tag, quarantine, AI re-interpretation, AI chat, add notes and flag for attention. Delete and quarantine management are off by default for new assignments. All permissions appear in a single matrix, and changes are saved immediately.
Is send approval mandatory in SmartMail?
No. Approval is optional and started by the person writing the email, who chooses "Send with approval" instead of "Send" whenever they think it is needed. One or more approvers are chosen, with an "any of them" or "all of them" rule per email. The approver can approve, request a revision with a written reason, or reject, and an unapproved email is never delivered.
Are quarantined emails deleted?
No. An email that falls below the trust threshold does not reach the inbox, but it is not deleted either; it waits in a separate folder with its reasons. A user with quarantine permission can release it. The company administrator sets the threshold, and the emails a new threshold would affect are listed before it is saved. Releases and quarantine corrections are recorded and feed into later assessments.
Do security checks stop when the AI allowance runs out?
No. Code-based security checks such as SPF, DKIM, DMARC and look-alike domain detection work independently of AI, so protection continues even when the monthly AI allowance is used up. AI features such as summaries, classification and chat pause until the next period or until the allowance is increased. Usage is visible in the panel, and administrators can set individual allowances.
Can SmartMail be used together with SmartFiles?
Yes. SmartMail and SmartFiles share the same Smart360 identity. An email attachment can be saved to SmartFiles in one click with "Save to SmartFiles" on the attachment card; the user picks a destination they can write to and, optionally, a folder. Files stored in SmartFiles can also be sent through SmartMail without leaving the panel, with SmartFiles read and SmartMail send permissions checked.
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