8 min guideUpdated August 2026App review required

Configure email identity and job filing

Set the customer-facing sender identity, reply paths and intake controls that determine how messages are delivered and filed to jobs.

Best forOwner / Admin · Sales / Estimator · Project Management / Production
Before you beginUse a representative record and confirm you have the permissions required for this area.

Step by step

  1. Open Settings → Email Identity and confirm sender name, reply-to addresses, logo and accent choices.
  2. Save the identity and send a controlled quote or document email to an internal test recipient.
  3. Check the visible sender, reply path, brand treatment and linked record.
  4. Open Settings → Email and review the enabled intake or filing configuration and role permissions.
  5. Send a controlled inbound message containing an identifiable job reference.
  6. Confirm it reaches the expected job or exception queue, then document who reviews uncertain matches.

Good practice

Test sending and receiving separately. A correct customer identity does not prove inbound filing, and a connected intake address does not prove replies use the intended business identity.

When you are finishedA controlled customer message has the intended identity and a controlled inbound message reaches the expected review or job-filing path.

Before you begin

  • The business has approved sender names, reply-to addresses and brand details.
  • Email-read and email-settings permissions are assigned to the right roles.

Setup dependency

Settings that change this workflow

The same task can behave differently between organisations. Check these settings before treating a different result as an error.

Email Identity/settings/general/email-identity

Controls the organisation identity and reply details used on supported customer emails.

Open in SignBas3 →
Email settings/settings/email

Controls supported intake, routing and authorised email workflow behavior.

Open in SignBas3 →

If your workspace behaves differently, record the relevant job, client or record number and raise a support ticket so the team can investigate the exact context.