> ## 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 Helpdesk.

## 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 email addresses.
  </Step>

  <Step title="Select an email address">
    Choose an email address from the dropdown. Emails from every domain are listed; ones with DNS problems appear disabled with an issue indicator. Once you pick an email in one row, that option becomes disabled in the other rows' dropdowns.
  </Step>

  <Step title="Review email status">
    Each selected email is checked for three things:

    * **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 pass for the email to function correctly. An email that fails any of them shows a warning badge with the number of issues.
  </Step>

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

<Warning>
  Emails missing any of the three requirements (Forwarding, DKIM, SPF) display a badge showing the number of issues. Hover over it to see 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, including the last one. If no email is configured, outgoing replies fall back to the auto-generated agent address.

### 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:

```text theme={null}
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":

```text theme={null}
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**. An empty signature produces no signature block at send time.

<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}` |

<Note>
  The preview on the settings page uses placeholders when configuration is incomplete: `chatbase@mail.com` for a missing subdomain, and "Support Associate" for Auto display name. Real emails always use your subdomain and the responding agent's name.
</Note>