For team managers · about 15 min

Set up a Shared Inbox for vendor deliveries

Create a team destination that vendors and partners can send to without an account: name the inbox, add members and their roles, publish the submission link or invite collaborators directly, review guest access requests, and follow received packages.

You end up with
A Shared Inbox that receives packages from approved external senders, owned by a team rather than one person's mailbox.
Plan
All plans. The Free plan includes one Shared Inbox; higher plans raise the active inbox limit shown in the workspace.
Updated

Before you start

  • A workspace account with permission to create Shared Inboxes.
  • The list of internal people who should see received packages, and which of them should manage access.
  • At least one external sender's email address, for the invitation or the first access request.

Steps

  1. Create the inbox

    Workspace · Shared inboxes

    Open Shared inboxes and select New shared inbox. Enter a Name the vendor will recognise, for example 'Post deliveries', and a Description. Select Create.

  2. Add members and roles

    Shared inbox · Members

    On the Members tab, select Add members, search active users by name or email, select them, and choose a Role: Admin for people who manage access and settings, Member for people who only need to see received packages.

  3. Decide how external senders get in

    There are two routes and you can use both. Invite external collaborator sends an upload invitation to one email address you already trust. The Public URL tab gives a submission link you can publish; anyone with it can request access, and an inbox admin approves each request before an upload invitation is sent.

  4. Publish the submission link, if you use it

    Shared inbox · Public URL

    On the Public URL tab, save the inbox profile if prompted, then select Copy link. Accept public submissions must be Active for the link to work. Put the link in your vendor onboarding pack or a shared page.

  5. Approve access requests

    When a sender submits their email through the link, it appears under Guest access requests as Pending review. Approve it and the sender is emailed an upload invitation. Deny requests you do not recognise.

  6. The vendor uploads

    The sender opens the invitation, sees 'Upload to <inbox name>', adds files and uploads from their browser. They never see your workspace and do not use a seat.

  7. Follow received packages

    Shared inbox · Packages

    Received packages appear on the inbox's Packages tab for every member. Open one to see files, sender, and activity, and to download.

How you know it worked

  • A test external sender can request access with the public link, and the request appears under Guest access requests.
  • After approval, the sender receives the invitation email and completes an upload.
  • The package appears on the Packages tab for a Member, not only for the Admin who approved it.

If something is off

What you seeWhat to do
The Public URL tab says 'Save the inbox profile to generate a public submission link'Save the Profile tab first. The link is generated from the saved inbox.
The sender says the link is invalid or no longer availableAccept public submissions is Disabled, or the invitation has expired. Re-enable submissions, or use Resend invitation under External collaborators.
New shared inbox is unavailable and shows a limit messageYour plan's active inbox limit is reached. Disable an inbox you no longer use, or see the pricing page for the limits of each plan.
The sender sees 'Web Edge is disabled for external senders'Your administrator has not enabled the browser path for external uploads. Either enable it for the deployment or ask the sender to install RIPTON Desktop.