What is the mailbox?

An internal mailbox in software is a digital communication function within a system that allows users to exchange messages or notifications directly and securely between different users or between users and the software itself. It is a kind of ‘message centre’ within the application that is specifically intended for internal communication and works separately from the usual e-mail systems.

Features of an internal mailbox:

1. messaging within the software
   • Users can send, receive and organise messages to other users within the system. Unlike traditional e-mails, the exchange is limited to the system or software.
2. Notifications and alerts
   • An internal mailbox is often used to send notification messages, for example, to alert users of system changes, new tasks, completed processes or status updates.
3. Document storage and attachments
   • Some internal mailboxes allow users to attach documents or files that are then stored with the message. This is particularly useful for sharing work documents or reports.
4. Managing messages and folders
   • As with a conventional email inbox, messages can often be categorised, archived or stored in folders to keep them organised. Some systems also have a search function that can be used to quickly find older messages.
5. Security aspects
   • Because internal mailboxes are often operated within a secure system, messages usually have a higher level of protection (e.g. through encryption or access restrictions) than ordinary emails. This ensures that only authorised users can access certain messages.
6. Integration into workflows and processes
   • In many software solutions, especially project management tools or ERP systems, internal mailboxes can be directly linked to other functions of the system. For example, messages could belong to specific tasks or processes and be automatically saved in the context of the project or billing.