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How to Manage Email Aliases

Updated

1. What This Feature Does

The Email Aliases feature allows administrators to assign additional email addresses to a user within TitanFile.

Email aliases enable a user to:

  • Receive notifications at multiple email addresses
  • Maintain access when their email domain changes
  • Be recognized in the system under alternate email addresses

This is useful for scenarios such as domain migrations, secondary emails, or ensuring continuity of communication.

2. Who Can Use It

  • Admin users can add and manage email aliases

Plan-Based Behavior

For All Plans

  • Admins can:
    • Add email aliases
    • Edit existing aliases
    • Remove email aliases

For Enterprise Plans

  • Access to user management actions is controlled by role permissions
  • If a user does not have the required permission in their assigned role:
    • The action will not be available to them

Important

  • Email aliases are linked to a single user account
  • They do not create a new user
  • The primary email remains the main login identifier

3. Step-by-Step Instructions

A. Add an Email Alias

  1. Navigate to Settings
  2. Select Manage Users
  3. Locate the user in the table
  4. Click the three vertical ellipses (⋮) under the Actions column
  5. Select Manage Email Aliases

  1. Enter the new email alias
  2. Click Add Email Alias
  • The alias will be added to the user

B. Remove an Email Alias

  1. Edit User 
  2. Add Email Aliases
  3. Locate the alias
  4. Click the Remove (X icon)
  5. Confirm the removal

Changes are saved immediately after confirmation. There is no Save button.

4. What Happens After

  • The user will be associated with the new email alias
  • Notifications may be sent to the alias (depending on configuration)
  • The alias can be used for identification within the system

Important Behavior

  • Adding an alias does not create a new account
  • Removing an alias does not affect the user’s primary email
  • A single email alias cannot be assigned to multiple users

5. Best Practice

To manage email aliases effectively:

Use for Domain Changes

  • Add aliases when transitioning from one email domain to another
  • Ensures continuity during migrations

Avoid Duplicates

  • Ensure aliases are unique and not assigned to multiple users

Keep Aliases Relevant

  • Remove outdated or unused aliases
  • Helps maintain a clean and accurate user directory

Communicate Changes

  • Inform users when aliases are added or removed
  • Avoid confusion with notifications or login expectations

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