> ## 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.

# Reply by Email

> On the go? Respond to architect messages directly from your inbox — no login required.

## Why Reply by Email?

When architects send you messages through Acelab, you don't need to log in to respond. You can reply directly from your email inbox, making it easy to stay connected on the go. Your replies automatically appear in the conversation thread, ensuring architects always see your responses and maintaining a complete communication record.

***

## Before You Begin

**Requirements to use Reply by Email:**

* You must have a Manufacturer Rep or Admin account in Acelab
* Email notifications for conversations must be enabled in your account settings
* The architect must have sent you a message through Acelab first
* You must reply from the email address registered with your Acelab account

**Enabling Email Notifications:**

1. Go to your account **Settings** or **Preferences**
2. Look for **Notifications** or **Communication Preferences**
3. Find the **Conversations** section
4. Ensure the **Email** toggle is turned **On**
5. Save your changes

If email notifications are disabled, you won't receive the emails needed to reply by email. You can also mute individual conversations using the bell icon in your conversation list — muted conversations won't generate email notifications.

***

## How It Works

### The Email-to-Conversation Flow

1. **Architect sends a message** in Acelab
2. **You receive a notification email** at your registered email address
3. **Email includes** sender name, their message, and project details
4. **Each notification has a unique reply-to address** tied to that specific conversation
5. **You click Reply** in your email client
6. **Your response is routed back** into the correct conversation thread automatically
7. **Architect sees your reply** appear in their conversation thread

### Why This Matters

* No login required to respond
* Faster reply times since you're already in your email
* Complete conversation history stays in Acelab
* Professional, traceable communication record
* Works from any device with email access

***

## Step-by-Step: Replying by Email

### 1. Check Your Email

When an architect sends you a message, you'll receive an email notification. The email includes:

* **From:** The architect's name
* **Subject:** Conversation subject or project name
* **Body:** The architect's message
* **Project Details:** Relevant project information
* **Footer:** Instructions and a link to view in Acelab

### 2. Click Reply

In your email client:

* Click the **Reply** button (not Reply All or Forward)
* The reply will go to the unique Acelab address for this conversation

### 3. Type Your Response

In the email body:

1. **Type above the divider line** that says: *"Please type your reply above this line"*
2. Only the text ABOVE this line will be included in Acelab
3. Any text below the line — including quoted history, signatures, or forwarded content — will be ignored
4. You can format text (bold, italic, etc.) and it will be preserved

### 4. Add Attachments (Optional)

To include files in your reply:

1. Use your email client's **Attach** button to add files
2. Common file types supported: PDF, Word, Excel, images, etc.
3. Small images in signatures are automatically filtered out
4. The architect will see your attachments in the conversation thread

### 5. Send Your Email

* Click **Send** as you normally would
* Acelab processes the email and routes it to the conversation
* The reply appears in the conversation within seconds to minutes

***

## What to Expect

### Success Indicators

✅ Your reply appears in the Acelab conversation thread<br />✅ The architect receives a notification about your reply<br />✅ The conversation's "Last Activity" timestamp updates<br />✅ You may receive a confirmation email from Acelab (depending on settings)

### Attachments

* **Supported formats:** Most common file types (PDF, Word, Excel, images, etc.)
* **Automatic filtering:** Small email signature images are removed automatically
* **File access:** Architect can view or download attachments in the conversation thread

### Message Length

* **Character limit:** Replies are capped at **20,000 characters** (approximately 3,500 words)
* **Exceeds limit?** Acelab will notify you and suggest shortening your reply

### Recipients and Forwarding

* **CC/BCC not supported:** Adding CC addresses outside Acelab's domain is not supported
* **If you CC someone:** You'll receive a warning email that those recipients were not included
* **Forward to Acelab:** Do not forward the email to Acelab — reply to the unique reply-to address instead

***

## Troubleshooting

### My reply didn't appear in Acelab

**Possible causes and solutions:**

* **Typed below the divider line** — Make sure your reply is ABOVE the line that says "Please type your reply above this line." Anything below is ignored.
* **Replied from wrong email** — Confirm you replied from the email address registered with your Acelab account
* **Used Reply All or Forward** — Use the basic **Reply** button, not Reply All or Forward
* **Email exceeds 20,000 characters** — Shorten your reply if it's too long
* **Processing delay** — Acelab typically processes emails within 1-2 minutes. Wait a few minutes before checking.

**What to do:** Open Acelab and check the conversation directly. If the reply still doesn't appear, contact your Acelab administrator.

### I received a warning about CC recipients

**What happened:** You CC'd someone outside of Acelab's domain, and they were not included in the conversation.

**Solution:**

* Reply again without CC'ing external recipients, or
* Add team members to the conversation directly in Acelab (see [Conversations Overview](/partner-help-center/connections/conversations-overview))

### I can't see the reply-to address

**Issue:** The email doesn't have a clear reply-to address

**Solution:**

* Check your email client's "Reply-To" field (may not be visible by default)
* Look for the Acelab link at the bottom of the email
* Click that link to open the conversation in Acelab and reply from there instead

### Email notifications aren't arriving

**Possible causes:**

* Email notifications are disabled in your account settings
* The conversation is muted (bell icon)
* Your email is forwarded to another address that filters conversation emails
* Emails are going to your spam or junk folder

**Solutions:**

1. Go to your account Settings and enable email notifications
2. Ensure conversations are not muted
3. Check your email spam/junk folder and add Acelab to your safe senders
4. Contact your Acelab administrator if the issue persists

***

## Best Practices

**✓ Do:**

* Respond during business hours for faster architect follow-up
* Keep replies professional and focused on the project
* Use attachments to share product specifications or images
* Reply to the correct email thread for the conversation you're addressing
* Check Acelab periodically to see full conversation context

**✗ Don't:**

* Don't type below the divider line — it will be ignored
* Don't use Reply All or Forward — use Reply instead
* Don't assume long formatting (tables, multiple images) will display perfectly
* Don't include confidential information that shouldn't be shared
* Don't forget that architects can see the full message thread when you reply

***

## Email Reply Workflow Tips

### For Quick Responses

1. Keep your email client open with Acelab notifications
2. Use quick replies for common questions (set up templates if available)
3. Flag or star important conversations in your email for follow-up

### For Complex Conversations

1. First, open the conversation in Acelab to see full context
2. Review project details and previous messages
3. Compose a thoughtful reply
4. Send via email if it's a quick response, or add detailed information directly in Acelab

### For Team Coordination

1. Add team members to the conversation in Acelab (not via email reply)
2. Ensure everyone replies from their own email account
3. Use the same conversation thread to keep discussions organized

***

## Comparison: Reply by Email vs. Dashboard Reply

| **Feature**        | **Reply by Email**             | **Dashboard Reply**       |
| ------------------ | ------------------------------ | ------------------------- |
| **Login required** | No                             | Yes                       |
| **Speed**          | Very fast (email is always on) | Quick (if logged in)      |
| **Attachments**    | Supported                      | Supported                 |
| **Formatting**     | Limited                        | Full rich text            |
| **Team access**    | Only your replies visible      | All team replies visible  |
| **Best for**       | Quick, simple responses        | Detailed, complex replies |

***

## Next Steps

* [Conversations Overview](/partner-help-center/connections/conversations-overview) — Learn about managing conversations in the dashboard
* [Best Practices for Architect Communications](/partner-help-center/connections/best-practices) — Tips for effective engagement
* [Managing Conversation Status](/partner-help-center/connections/managing-conversation-status) — Understand conversation workflows
* [Troubleshooting](/partner-help-center/connections/troubleshooting) — Solutions to common issues

***

## FAQ

**Q: Can I attach multiple files to a reply?**<br />A: Yes, attach as many files as your email client allows. They'll all appear in the conversation.

**Q: What if I make a typo in my reply?**<br />A: Once sent, replies cannot be edited. However, you can send a follow-up correction message.

**Q: Can I schedule an email reply for later?**<br />A: Yes, if your email client supports scheduled sending (Gmail, Outlook, etc.). Schedule the email normally and it will be routed to Acelab when sent.

**Q: Are there any limits to how many replies I can send?**<br />A: No hard limit, but follow your organization's communication policies and best practices for responsiveness.

**Q: Will the architect know I replied from email vs. the dashboard?**<br />A: No, all replies appear the same way in the conversation thread. The architect won't know your method of reply.