Track and Manage Member Mailboxes in Deskworks

Deskworks allows you to track mailboxes for each member or company directly within their profile. You can use dedicated fields to manage mailbox numbers, keys, handling instructions, recipient names, and notes.

These fields are searchable through SmartSearch and User Search, making it easy to match mail to members and understand how it should be handled. You can also generate real-time Mailbox Reports to audit information or create physical guides for your mailroom. 

Add or Edit Mailboxes

1. Go to Members > View/Edit Profile. 
2. Scroll to the bottom of the profile page. 
3. Locate the Mailboxes section. 
4. Click Add Mailbox + to create a new mailbox. 

Notes:

• Each member can have multiple mailboxes. 
• Mailboxes are independent of billing. 
• This feature is ideal for managing third-party clients, aggregators, or members with multiple businesses or office locations.

Mailbox Fields Explained

Each mailbox field is flexible and accepts open text, so you can adapt them to fit your unique processes. Here are some common use cases:

• Mailbox Number: Physical mailbox, desk, or PO Box number. 
• Mailbox Key: Key number and/or quantity. Example: "Key #S125 / Qty. 2"
• Mailbox Handling: Select from the dropdown (e.g., dropoff, forward, mailbox), or type into the field to enter a custom method (e.g., Call, iPostal). 
• Mailbox Names: Comma-separated list of company names, DBAs, or individuals authorized to receive mail.
• Mailbox Notes: Open text field to type any additional notes about the mailbox or how to handle the mail.

Search Mailbox Info

SmartSearch

1. Click the magnifying glass icon in the banner. 
2. Type any mailbox detail (name, number, key info, etc.). 
3. Select the matching profile from the results. 

More info on SmartSearch → 

User Search

1. In the left menu bar, click the Active Company/Member field. 
2. Click Advanced Search (checkbox at the bottom). 
3. Enter criteria in the Mailbox # or Mailbox Name fields. 
4. Press "Search" and select the desired result. 

Tip: If no results appear, clear all other fields.

Mailbox Report

1. Go to Reports > Mailbox Report. 
2. Choose which fields (columns) to include. 
3. Sort and filter as needed. 

This real-time report shows all active mailboxes and their details. You can use it to audit records or print a physical reference for use near the mailroom. 

More info on the Mailbox Report →