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

# Using Proxy Email

> Learn about proxy email and how to set it up for your accounts

## What is Proxy Email?

**Proxy Email** is a feature that allows you to send and receive emails on behalf of your accounts or clients within the Acelab platform. Instead of using your personal email address, you can use a proxy email address associated with an account, which helps keep communications organized and ensures continuity when team members change.

### Key Benefits

* **Professional Communication** — Send emails on behalf of your client accounts
* **Account Continuity** — Email history stays with the account, not the individual
* **Team Collaboration** — Multiple team members can access account communications
* **Audit Trail** — All proxy email communications are logged and traceable
* **Separation of Concerns** — Keep personal and professional communications separate

## How Proxy Email Works

### Basic Flow

1. **Email Address Setup** — Each account has an associated proxy email address
2. **Sending** — When you send an email "from" an account, it uses the proxy email address
3. **Receiving** — Emails sent to the proxy address are routed to the account's communications hub
4. **Access** — Team members with appropriate permissions can view and respond to account emails
5. **History** — All communications are archived with the account record

## Setting Up Proxy Email

### Prerequisites

Before setting up proxy email, ensure:

* Your organization has proxy email enabled (contact your Acelab administrator if unsure)
* You have account administrator permissions for the account you're configuring
* Your email domain is verified with Acelab (if using a custom domain)

### Initial Setup

1. **Navigate to Account Settings**
   * Go to the Accounts dashboard
   * Select the account you want to configure
   * Click **Settings** or **Account Setup**
2. **Access Proxy Email Settings**
   * Look for **Communication Settings** or **Email** section
   * Click **Configure Proxy Email**
3. **Choose Email Address**
   * Acelab typically suggests a default proxy email based on account name
   * You can customize the local part (before @) of the email
   * Example: `client-name@your-firm.acelab.co` or `acme-corp@your-firm.acelab.co`
   * Select the appropriate domain from available options
4. **Verify Email Address**
   * A verification email will be sent
   * Click the verification link in the email
   * Alternatively, complete the verification in the account settings
5. **Save Configuration**
   * Click **Save** to enable proxy email for this account
   * The proxy email is now active and ready to use

## Using Proxy Email

### Sending Emails

#### From the Accounts Dashboard

1. Open the account where you want to send an email
2. Click **Communications** or **Messages** section
3. Click **New Email** or **Compose**
4. The "From" field should automatically show your account's proxy email
5. Address your email and click **Send**

#### From Project or Document Views

1. Many Acelab features include an **Email** or **Share** button
2. Click **Email** when available
3. The system uses the associated account's proxy email automatically

### Receiving Emails

To receive emails for your account:

1. **Share the Proxy Email Address** with your contacts
   * Clients and partners can send emails directly to the proxy address
   * Example: Send to `acme-corp@your-firm.acelab.co`
2. **Email Routing**
   * Emails arrive in the account's **Communications Hub** or **Messages** section
   * All team members with account access can see incoming emails
3. **Access Incoming Emails**
   * Go to the account's **Communications** or **Messages** section
   * View all incoming and outgoing emails for this account
   * Reply directly from the interface

## Managing Proxy Email Access

### Setting Permissions

Control who on your team can use the account's proxy email:

1. Go to **Account Settings** > **Team Members** or **Permissions**
2. For each team member, set their access level:
   * **Can Send As** — Can send emails using the proxy email address
   * **Can View** — Can view incoming and outgoing communications
   * **Can Reply** — Can reply to emails (may be different from sending)
   * **No Access** — Cannot view or use proxy email
3. Click **Save** to apply permissions

### Adding or Removing Team Members

1. Go to account **Team Members** section
2. Click **Add Member** to grant new access
3. Select the team member from your organization
4. Set their proxy email permissions
5. Click **Invite** or **Add**
6. To remove access, click the **X** or **Remove** button next to the member's name

## Email Signatures and Branding

### Default Signature

Your organization can set a default email signature for proxy emails:

1. Go to **Account Settings** > **Email Signature**
2. The system may use your firm's default signature
3. You can often customize it per account

### Custom Signatures

To add a custom signature for a specific account:

1. Go to **Account Settings** > **Email Signature**
2. Click **Customize**
3. Edit the signature HTML or text
4. Click **Save**

## Troubleshooting Proxy Email

### Emails Not Sending

**Problem**: When trying to send an email, you get an error

**Solutions**:

* Verify the proxy email is properly configured
* Check that your account administrator has enabled proxy email
* Ensure you have the "Send As" permission
* Try refreshing the page and attempting again

### Emails Not Receiving

**Problem**: Emails sent to the proxy address don't appear in Acelab

**Solutions**:

* Confirm the correct proxy email address is being used
* Check that the proxy email is verified
* Verify email forwarding is configured correctly
* Contact your Acelab administrator to check email routing

### Signature Issues

**Problem**: Signature doesn't appear in sent emails

**Solutions**:

* Verify the signature is enabled in account settings
* Check for HTML/formatting conflicts
* Try updating the signature text
* Clear your browser cache and try again

### Permissions Issues

**Problem**: Team members can't send emails from the account

**Solutions**:

* Verify they have "Send As" permission enabled
* Check that their user account is active
* Ensure they're part of the account team
* Have an administrator review their permissions

## Best Practices

* **Consistent Communication** — Use proxy email for all account-related communications
* **Document Sharing** — Include relevant documents/links in proxy emails
* **Clear Signatures** — Ensure your firm name is clear in the email signature
* **Response Time** — Set expectations for team email response times
* **Archive Regularly** — Review and archive old communications to keep the account clean
* **Multi-Person Access** — Ensure at least 2-3 team members have send access for continuity
* **Professional Tone** — Remember all emails are from your account, maintain professionalism

## FAQ

**Q: Can multiple people send from the same proxy email address?** A: Yes! Multiple team members with the appropriate permissions can send from the same proxy email. All communications are tracked with who sent them.

**Q: What happens if someone leaves the firm?** A: Their access to proxy email can be revoked immediately. All email history stays with the account, so new team members can continue where they left off.

**Q: Can I use proxy email from outside Acelab?** A: Typically, no. Proxy email is designed to be used within the Acelab interface. For external email integration, contact your administrator about email forwarding options.

**Q: Is there a limit to how many emails I can send?** A: No specific limit, but follow your organization's and Acelab's acceptable use policies.

**Q: Can I recover deleted emails?** A: Check with your administrator about backup and recovery policies. Most organizations maintain email archives.