> ## Documentation Index
> Fetch the complete documentation index at: https://chatbase.co/docs/llms.txt
> Use this file to discover all available pages before exploring further.

# Email Settings

> Configure email addresses, display names, signatures, and previews for your Help Desk.

## Email Configuration

The Email Configuration card allows you to choose which email addresses will be used as your help desk inboxes and who should be notified about deliverability issues.

### Selecting help desk emails

You can configure one or more email addresses to receive support tickets.

<Steps>
  <Step title="Add an email row">
    Click **Add email** to add a new email row. Each row presents a dropdown of your available verified email addresses.
  </Step>

  <Step title="Select an email address">
    Choose an email address from the dropdown. Only emails from verified domains are listed. Each email can only be selected once - duplicates are automatically filtered out.
  </Step>

  <Step title="Review email status">
    Each selected email displays status badges indicating its readiness:

    * **Forwarding** - Whether email forwarding is enabled
    * **DKIM** - Whether DKIM authentication is configured on the domain
    * **SPF** - Whether SPF records are configured on the domain

    All three must be enabled for the email to function correctly.
  </Step>

  <Step title="Save">
    Click **Save** to apply your email configuration.
  </Step>
</Steps>

<Warning>
  Emails missing any of the three requirements (Forwarding, DKIM, SPF) will display an **Issues** badge. Clicking it reveals which checks are failing. Resolve these in your domain's DNS settings before using the email for help desk support.
</Warning>

### Removing an email

Click the trash icon next to any email row to remove it. You must have at least one email row present, though it can be empty.

### Deliverability alert contact

Configure which team member receives notifications when outgoing help desk emails fail to deliver.

1. Open the **Deliverability alert contact** dropdown.
2. Select a team member from your account's member list.
3. Click **Save**.

The selected contact will receive alerts when emails bounce or encounter delivery issues.

<Info>
  The deliverability alert contact is optional. If not set, no notifications will be sent for failed deliveries.
</Info>

### Validation rules

| Rule                 | Description                                                                                 |
| -------------------- | ------------------------------------------------------------------------------------------- |
| Non-empty email rows | Every added email row must have an email selected                                           |
| No duplicates        | The same email address cannot be selected in multiple rows                                  |
| DNS requirements     | Warnings are shown for emails missing Forwarding, DKIM, or SPF, but saving is still allowed |

***

## Display Name

The Display Name setting controls what recipients see in the **From** field of emails sent from your help desk. This helps establish trust and brand recognition with your customers.

### Auto mode

**Auto** uses the name of the support associate who responds to the ticket. Each outgoing email will show the actual agent's name, creating a more personal support experience.

For example, if agent "Sarah Johnson" responds to a ticket, the email appears as:

```
From: Sarah Johnson <support@yourdomain.com>
```

<Info>
  Auto mode is the default and recommended for teams that want a personal touch in customer communications.
</Info>

### Custom mode

**Custom** uses a fixed name you specify for all outgoing emails, regardless of which agent responds. This is useful for maintaining a consistent brand identity across all support communications.

For example, if you set the custom name to "Acme Support":

```
From: Acme Support <support@yourdomain.com>
```

When selecting custom mode, a text input appears where you enter the desired display name. The name cannot be empty.

### Changing the display name

1. Select either **Auto** or **Custom** using the radio buttons.
2. If **Custom** is selected, enter the desired display name in the text field.
3. Click **Save** to apply.

<Note>
  Changes to the display name take effect on all future outgoing emails. Previously sent emails are not affected.
</Note>

***

## Email Signature

The Signature card lets you create a rich-text signature that is automatically appended to the bottom of every outgoing help desk email, including those sent by the AI agent.

### Creating a signature

1. Open the **Signature** card on the email settings page.
2. Use the rich-text editor to compose your signature. The editor supports bold, italic, underlined text, links, and line breaks.
3. Click **Save** to apply.

### Signature behavior

| Scenario                   | Signature applied?            |
| -------------------------- | ----------------------------- |
| AI agent auto-replies      | Yes                           |
| Manual agent replies       | Yes                           |
| No signature content saved | No signature section rendered |

### Editing or removing a signature

* **Edit:** Modify the content in the rich-text editor and click **Save**.
* **Remove:** Clear all content from the editor and click **Save**. When the content is empty, the signature is saved as disabled.

<Info>
  Keep signatures concise. Long signatures can push the actual email content out of the visible area on mobile devices.
</Info>

***

### Fallback behavior

| Condition                | Fallback                                                               |
| ------------------------ | ---------------------------------------------------------------------- |
| No emails selected       | Uses the auto-generated agent email: `agent@{subdomain}.{mail-domain}` |
| No subdomain configured  | Falls back to `chatbase@mail.com`                                      |
| Display name set to Auto | Shows "Support Associate" as the placeholder name                      |