The Additional Email Recipients setting on a user account lets extra email addresses receive their own copies of the emails Files.com sends to that user. Use it when account notices need to reach more than one person. For example, if a password expiration reminder goes to a single inbox and that person is unavailable, the password lapses and the workflows that depend on the account stop with it.

An additional email recipient is a plain email address, not a Files.com user. Each recipient receives an independently addressed copy of each email, with its own unsubscribe link, so one recipient opting out never affects the account holder or the other recipients.

Copies cover the account notices Files.com sends to the user, such as password expiration reminders, and the Email Notifications the user receives about file activity. For Site Administrators, copies also include the alert emails their account is configured to receive.

Emails that could be used to sign in as the user or to download their data are never copied and go only to the user's primary email address: one-time passwords, welcome and create-password emails, password reset emails, and signed download links for data exports.

Managing a User's Recipients

Administrators manage a user's additional email recipients in the user's Preferences, and can also enter them when creating the user. Cloning a user copies any additional recipients to the new user. A user can have multiple additional addresses. Duplicate addresses cannot be added, and an address cannot be the same as the user's primary email, which already receives every email. An address that was removed can be added again.

Site Administrators manage recipients for any user. Workspace Administrators manage recipients for users within their Workspace, and Partner Admins for users within their own Partner. Read-only Administrators can view recipients but cannot change them, because the read-only role cannot make changes of any kind. Your organization decides who receives copies of a user's account notices, so users cannot view or change the recipients on their own account.

Additional Email Recipients vs. Responsible Parties

Both features send copies of a user's emails to someone else, and they serve different relationships.

A Responsible Party identifies the internal owner of a Partner relationship. It is an internal user or group on your site, it is available only for Partner Users, and its copies give your own staff visibility into the Partner's activity.

Additional email recipients are plain email addresses, available on any user account, and the recipients don't need any Files.com account at all. Use them when the people who need visibility are outside your site entirely, such as a customer's own operations team that has to act before a password expires.