I'm looking for advice on some details of our email system. We have it worked out in a way that seems to work, but hope it could be simplified.
Background: We have a current system where emails to many employees are forwarded on to their team of assistants. Since an assistant can be on many teams, the volume is getting ridiculous. So we'd like to replace this with a system where the Team leader's email shared with the team rather than forwarding.
Simply sharing folders in the Leaders' accounts doesn't work, as some team leaders will move or delete messages before their team sees them.
We tried Public Folders, which work well in some ways, but require a filter to copy all messages to the Public folder (and leave a copy in the inbox for the Leader to read). That filter causes problems with other filters to automatically sort messages, as the "Leave in Inbox" clause will trump other "move to folder" filters, so the account ends up with 2 copies (3 if you count the one in the public folder).
We also tried forwarding to an "archive" account, but if members of the team create folders (we want them to organize the archive account) the other team members won't be subscribed to the new folders and can't subscribe without logging into webmail. (We use the Mac Mail client, which only supports subscribing to Public Folders from inside the client.)
Our current solution is to use both - forward from a Team Leader's account to an archive account, then move from there to a Public folder that is shared with the team. So Team Leaders can still manage their account however they like, while Team Members can manage the Archive Public folder and all team members (or new members) can subscribe through their Mail client.
This all seems a bit overcomplicated. So...
Does anyone has any ideas on ways to simplify this system? Maybe tricks to phrasing a "copy to public folder" filter so that everything is left in the inbox but can be moved by other filters? Or ways to automatically subscribe team members to newly created folders in archive accounts?
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